Posted date
23rd June, 2023
Last date to apply
2nd July, 2023
Country
Pakistan
Locations
Kambar Shahdadkot
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Category
Development Sector
Type
Full Time
Position
1
Introduction:
Human Appeal is an incorporated UK charity and a global humanitarian and development organisation. We save lives, alleviate poverty, transform and empower local communities whilst championing humanity, impartiality, neutrality, and independence and establishment of self-sustaining development programmes. Our vision is "to become the global agent of change for a just, caring, and sustainable world’’.
Position Summary:
Admin and Logistics Officer, will be responsible for managing day to day administrative matters related to field office arrangements, negotiating corporate level agreements, managing fleet, ensuring that all operations functions are in compliance with donor regulations and organization's policy. S/He will implement general, global and local policies, manage and control the assets in field office as per Organizational policies and procedures.
Job Description:
01: Inventory, Storage, and Warehouse Management
- Ensure that inventory is properly tagged, and update the asset/inventory record according to the policies and procedures outlined in the "Property Management Manual". This will include all HUMAN APPEAL assets in field office and with Partners;
- Update inventory register/database whenever there is a new purchase, asset movement, asset issuance, receiving and disposal;
- Control access to the equipment and take reasonable security precautions to discourage loss and theft of items;
- Establish a check-out/check-in system for property items that are used by multiple employees (for example, cameras, laptops etc.);
- Establish and maintain practices for the maintenance of equipment to include preventive maintenance and corrective repair to ensure that equipment is kept in good working condition;
- Supervise maintenance of generators and vehicles as per schedule and that repairs are carried out in an effective and timely manner in coordination with technical staff and outsourced company for timely response to reduce downtime;
- Compile monthly reports of activities and ensure that all assets and properties are covered against losses/damages. This needs to be submit to concerned Manager and operations department on regular basis;
- Reconcile the list of HUMAN APPEAL assets and property on a quarterly basis against the records, including partner's, and compile comprehensive HUMAN APPEAL assets report, and submit to Operations Manager;
- Perform an annual physical inventory check and submit a comprehensive report to concerned Manager and Operations;
- Keep record of warranties and plan maintenance accordingly;
- Maintain the stock register (warehouse items) and make sure it is regularly updated in coordination with the Warehouse staff/ Office Assistants, as required;
- Arrange transport services for movement of goods for projects/staff and during emergency response through frame agreements with vendors.
02: Fleet Supervision and Logistical Support
- Update monthly air ticketing and hotel reservation record and share with supervisor;
- Responsible for making hotel reservations for all events according to the requirement in line with HA’s policies and procedures;
- Ensure timely arrangements are made for staff travel, boarding, and lodging and facilitate official visits outside the project areas;
- Assist the concerned Manager and Operations department, in coordinating with the concerned department for the workshops/ trainings, seminars, exhibitions, internal pre-announced meetings in connection with venue coordination, meal arrangements, training hall set up arrangements, etc.;
- Assist in developing and implementing SOPs for procedures related to logistics (if needed);
- Supervise the fleet ensuring that the drivers are assigned to maintain official/rental vehicles maintenance, and log sheets are correctly filled, and completed;
- Produce vehicle consumption and maintenance report on a periodic basis and submit to supervisor and Operations department.
03: Facility Management
- Supervise facilities management, and ensure overall office maintenance, including electronics, furniture and fixtures;
- Ensure that all utility bills are deposited within due date and submit a utility and communications report to operations department, updating progress;
- Keep track of activities of concerned sections and field office with regards to cost effective management of resources and their maintenance and operational costs, such as lease, utility and security affairs etc.;
- Review, negotiate and authorize all service contracts;
- Coordinate and follow up for timely adjustment of payments to vendors related to admin, logistics, fleet and other operations related activities;
- Initiate, coordinate and review all Admin requirements as per program budgets and in accordance with donor requirements;
- Ensure that field office / partner's offices are provided with necessary admin support for smooth project operations.
04: Stock Keeping & Petty Cash Management
- Supervise the tracking of Stationery stock; prepare and share regular reports with the supervisor;
- Track and update consumable office supplies (Tea arrangements, toiletries and others);
- Manage the office petty cash and ensure that proper documentation is completed for reconciliation.
05: Capacity Building and Staff Management
- Supervise Admin staff (i.e. Office Assistants, Security Guards, Warehouse staff, Front Desk Officer etc.);
- Monitor performance of the staff and give regular feedback to the staff members and document corrective actions;
- Prepare monthly, quarterly bi annual and annual leave plan, performance plan, duty rosters, duty allocation chart for his/her staff;
- Complete the bi-annual and annual performance appraisal, regular mentoring and coaching of admin staff.
Qualification & Experience:
- Bachelor’s degree, preferably in Management, Finance, Administration or related discipline
- 3-5 years of work experience in the field of Administration with proven track record of Operations and Office Management;
- Proficiency in MS Office (Word, PowerPoint, and Excel);
- Good planning, organizational, and analytical skills;
- Ability to prioritize workload whilst maintaining a high standard of work;
- Able to take initiative and team work;
- Ability to effectively liaise with key external clients, and other relevant stakeholders;
- Ability to work in a complex humanitarian environment with multiple tasks, short deadlines and intense pressure to perform;
- Fluency in local languages along with good English knowledge
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