Job description

Company culture :

Hôpital UIR – International University Hospital of Rabat operates within a predominantly collaborative culture, where people, trust, and teamwork are central to daily practices. The hospital promotes a close and supportive management style focused on empowerment, guidance, and collective commitment. This collaborative foundation is reinforced by a strong innovation dimension, encouraging initiative, experimentation, and continuous improvement. It is supported by structured processes ensuring reliability and efficiency, while competitive dynamics play a clearly secondary role.

Reporting to the Director of Purchasing, the Administrative Officer provides administrative support to the Purchasing Department. They ensure the reliability, traceability, and compliance of documents related to purchasing processes, contribute to the administrative follow-up of supplier files, and participate in the smooth running of the department's activities.

Your main tasks will include:

Administrative management of purchases

• Ensure administrative follow-up of purchasing files throughout their life cycle.
• Ensure the completeness and compliance of documents constituting the purchasing files.

Order management and administrative follow-up

• Ensure the recording, tracking, and archiving of purchase orders and contracts.
• Ensure administrative follow-up of deliveries and follow up with stakeholders in case of delays.
• Check consistency between purchase orders, receiving slips, and invoices.
• Ensure administrative follow-up of documentation disputes with suppliers.
• Participate in the monitoring of contracts and their expiry dates.

Supplier management
 

• Update and maintain the supplier database.
• Ensure the administrative management of supplier referencing files.
• Collect and verify administrative and regulatory documents from suppliers.
• Handle routine administrative exchanges with suppliers.

Reporting and performance monitoring

• Develop and update administrative dashboards for the Purchasing Department.
• Monitor purchase orders and contracts.
• Produce reports requested by management.

Document management and archiving

• Ensure the organization and updating of physical and digital archives.
• Ensure the traceability and availability of purchasing documents.
• Ensure compliance with filing and archiving rules.
• Prepare files necessary for internal and external audits.

Compliance and confidentiality

• Ensure compliance with internal procedures.
• Guarantee the confidentiality of information handled.
• Ensure that files comply with current documentary requirements.

Key performance indicators for the position:

• Compliance rate of purchasing files.
• Adherence to administrative processing deadlines.
• Quality of physical and digital archiving.
• Adherence to purchasing procedures.

• University degree in purchasing, management, or a related field (Bac+3 / Bachelor's degree)
• Excellent command of French
• Advanced computer skills: Office Suite (Outlook, PowerPoint, Excel, Word) and collaborative/communication tools (Internet, email, shared calendars, web conferencing, intranet...)
• Knowledge of administrative management and writing standards
• Knowledge of note-taking techniques
• Proficiency in filing and archiving methods and digitization techniques
• Excellent communication and organizational skills
• Rigor, versatility, responsiveness, ability to prioritize and manage multiple tasks.