Admin & Logistics Officer

I.  JOB SUMMARY:

Admin and Logistics Officer, will be responsible for managing day to day Administrative matters related to office arrangements, negotiating corporate level agreements with hotels and travel agencies, managing fleet, ensuring that all admin functions are in compliance with donor regulations and organization's policy. S/He will manage CO general global and local insurances of assets and effectively maintain and control the assets in CIP's as well as Partner organization's custody.

II. RESPONSIBILITIES AND TASKS: 

 Job Responsibility # 01: Inventory, Storage, and Warehouse Management-    % of Time: 30%

• 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 CARE assets in HO, FOs and with Partners;
• Update inventory register/database whenever there is a new purchase, asset movement, asset issuance, receiving and disposal;
• Initiate process for disposal. Maintain record of asset disposal i.e. auction, donation, destruction write-off etc.;
• 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 reports for the "Global Risk Insurance" and ensure that all assets and properties are covered against losses/damages. This needs to be submit to Manager Procurement & operations on regular basis;
• Reconcile the list of CARE assets and property on a quarterly basis against the records, including partner's, and compile comprehensive CARE assets report, and submit to Manager Procurement and Operations;
• Perform an annual physical inventory check and submit a comprehensive report to Manager, Procurement and Operations;
• Ensure that temporary loans of property and equipment to other external entities are documented and are returned;
• 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;
• Report damage/loss to supervisor and/or budget holder in a timely manner;
• Compile regular reports on weekly and monthly basis pertaining to warehouse and assets;
• Prepare monthly cash forecast and consolidate information from Program support units i.e. Ops/Admin, Procurement, and Logistics;
• Arrange transport services for movement of goods for projects and during emergency response through frame agreements with vendors.

Job Responsibility # 02: Fleet Supervision and Logistical Support to CIP -   % of Time: 25%

• 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 CARE’s policies and procedures;
• Ensure timely arrangements are made for staff travel, boarding, and lodging and facilitate visa acquisition for official visits outside the country;
• Assist the Manager Procurement and Operations, 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;
• Supervise the fleet ensuring that the drivers are assigned to maintain official vehicles maintenance, and log sheets are correctly filled, and completed;
• Produce vehicle consumption and maintenance report on a periodic basis and submit to Manager Procurement and Operations.

Job Responsibility # 03: Facility Management -                                           % of Time: 20%

• 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 quarterly utility and communications report to Manager, Admin and Procurement, updating progress;
• Keep track of activities of concerned sections and regional offices 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 advances and payments to vendors related to admin, logistics, fleet and other operations related activities;
• Assess and report on Administration requirements, plans, progress and gaps for timely corrective actions and compliance;
• 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.

Job Responsibility # 04:  Stock Keeping & Petty Cash Management -   % of Time: 05%

• 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.

Job Responsibility # 05: Capacity Building and Staff Management -     % of Time: 15%

• Supervise Admin staff (i.e. Office Assistants, Front Desk Officer etc.);
• Monitor performance of the staff and give regular feedback to the staff members and document corrective actions;
• Prepare annual leave plan, performance plan, duty rosters, duty allocation chart for his/her staff;
• Complete the annual performance appraisal, regular mentoring and coaching of admin staff.

Job Responsibility #6: Perform other duties as assigned. -                      % of Time: 05%

III.  JOB SPECIFICATIONS 

EDUCATION/TRAINING

• Bachelor’s degree, preferably in Management, Finance, Administration or related discipline from a reputable international or Pakistani institution (Master’s degree is desirable);
• At least four years of experience in the field of Administration with proven track record of Asset Inventory and warehouse 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;
• Fluency in English language and written communication;
• Ability to effectively liaise with key external clients, and other relevant stakeholders;
• Presentation and training skills.

COMPETENCIES

• Flexibility and adaptability;
• Aptitude of being a team player;
• Ability to self-manage, work under pressure and meet deadlines;
• Excellent interpersonal and team-building skills, and able to manage relationships across units;
• Capacity to plan, organize and deliver results; and
• Commitment to CARE’s vision and mission.

CARE International in Pakistan is an equal opportunity employer; only individuals who are shortlisted will be contacted for an interview.

Note: Individuals can apply using Brightspyre or send their resumes directly to [email protected] clearly mentioning the position title in the subject line of the email, before the stated deadline.