Admin and Logistic Support
Officer

Key relationships:

Internally:

Program Department, Project Coordinator, Finance, logistic and Operations department

Externally:

 Vendors, Suppliers, Service providers, staff and beneficiaries

Position Purpose

HelpAge International is the secretariat to a global network of organizations promoting the right of all older people to lead dignified, healthy and secure lives.  From a network of 154 like-minded organizations, and 12 HelpAge country offices, operating in 97 countries; 56 have been engaging in advocacy, 22 in campaigning and 25 in community cohesion activities; 38 have been distributing food and 45 medicine/PPE/hygiene kits; 45 are providing psychosocial support and 55 have been raising awareness of COVID-19.  HelpAge International will implement a COVID19 response project “Strengthening government sector health system and providing immediate emergency response to curtail outbreak of COVID-19 across Pakistan in Punjab, Sindh, Baluchistan and Khyber Pakhtunkhwa provinces”. HelpAge International will implement project in district Ghotki and Khairpur in a consortium and funded by ECHO under HIP2020. The project will support designated health facilities in both district regarding COVID19 infection prevention and response for 12 month. The project will address the immediate needs of targeted health facilities in COVID19 response and support through provision of disinfectants, PPEs and enhancing testing capacities. The Admin and Logistic Support officer will support the project activities specifically related to administration, logistics, finance and overall to general project activities.

Key Responsibilities:

The key responsibilities of position holder are to provide timely administration, logistical and finance related support to project staff and activities in smoothly way. The position holder will responsible for maintaining store, office premises, vehicles and office assets. He is also responsible for coordination and support from vendors, suppliers and service providers.

Specific duties and responsibilities

1. Develop and implement systems and procedures relating to office management, material and services management.
2. Manage and monitor budgets for office operations and administration
3. Coordinate for purchase all office equipment and supplies as approved within budgets and in accordance with established HAI procurement procedures.
4. Provide support for arrangement of training workshop etc.
5. Ensure the operation and maintenance of all office equipment liaising with contractors and service providers to ensure efficient and cost effective serving and repairs of all equipment in the office.
6. Supervise and maintain an Assets Register for all durable items
7. Supervise and manage the use and maintenance of vehicles including all registration, insurance, servicing etc.
8. Maintain proper logistic stock and maintenance of logistical equipment and materials.

1. Develop and implement an appropriate plan for general logistical requirements (incentives, stationary, cleaning, materials, equipment’s, etc.).
2. Timely response to specific requests from the program departments for logistical support for trainings, workshops and other events.

11. Managing and tracking all vehicles, including movement planning,  day-to-day allocation, log book control, reporting, rental contracts, staff (driver) management, duty drivers and driver shifts, and the monitoring of fuel consumption
12. Support staff in provision of stationary, office equipment and maintaining time sheets and attendance
13. Support project coordinator in developing security plan for staff, office and vehicle.
14. Frequently visits in the field to ensure qualitative logistically support

Safeguarding Responsibilities

1. Preventing harm and abuse from our people, operations and programmes, to anyone that encounters our work;
2. Report all safeguarding incidents they see, hear, hear about or suspect, using our internal reporting mechanism;
3. Complying with all safeguarding framework policies and practices
4. Completing mandatory training courses relating to our safeguarding policy framework and comply with HR vetting procedures.

Required qualifications and experience

1. MBA /M. Com or any other relevant degree in admin and finance
2. At least 4-5 years of professional experience in any development organization preferably in Emergencies
3. Advanced computer skills in MS Office, particularly Excel
4. Prior management experience and strong organizational skills
5. Excellent oral and written communication skills
6. Knowledge of local language especially Sindhi. 

We are an equal opportunities employer. HelpAge International does not discriminate on the basis of race, religion, color, sex, gender, age, or any non-disqualifying physical or mental disability.

Only shortlisted candidates shall be contacted.