Relevant Qualification & Experience:
- Must have a BS or Master Degree in Business Administration preferably in public administration, supply chain, etc.
- Must have a minimum of 2-3 years experience in related fields with at least 1 years in donor-funded projects. Experience in managing, setting-up/closeout of project offices will be an added advantage.
- Be able to adapt and work in a diverse and complex work environment.
- Must have the ability to analyze the situation, take timely decisions, and work independently.
- Must have excellent communication and presentation skills.
- Must have moderate level knowledge of MS Office and business applications/software.
Required Skillset:
- Management 2. Coordination 3. Vehicle Management
4. Procurement 5. Supply Chain 6. Security
7. IT
Job Description:
1. General
- Ensure adherence to the policies and procedures
- Prepare and submit the weekly/monthly/quarterly reports
- Ensure effective coordination between the field office program team and operations teams at head office
2. Office Administration
- Ensure necessary administrative control are in place and adhered at all level.
- Ensure the cleanliness of the office premises all the time.
- Proactive in identifying and providing all necessary office supplies i.e stationery, refreshment, toiletries/cleaning materials, etc.
- Coordinate and make necessary arrangements for conducting the donor visit of related office/field area.
- Ensure timely reporting of any incident/accident to the supervisor with necessary evidence and documentation.
3. Logistics
- Coordinate with field teams for the weekly travel plans and ensure compliance of the same.
- Ensure that staff has all the necessary information about their logistics arrangement before the travel i.e. vehicle, driver, accommodation, etc.
- Ensure that all assets are properly tagged and the records are updated.
- Identify suitable guest houses/hotels for staff accommodation in the field area.
- Manage official/rental vehicles and ensure the periodic maintenance of the vehicles.
4. Procurement
- Coordinate with the PM/field team for preparing and submitting the procurement plan to the head office.
- In consultation with procurement lead at head office, process project procurements/purchases and ensure timely provision of goods/services.
- Facilitate the procurement lead in the procurement process and lead the process for local procurements at the field office.
- Keep track of all procurement requests. Update and submit monthly procurement tracker to the procurement lead.
5. Safety and Security
- Ensure that appropriate security measures are in place for the office premises as well as for the vehicles as per organization policy.
- Ensure adherence to the COVID-19 SOPs for all staff and visitors.
6. Information Technology (IT)
- Facilitate the field staff in basic day-to-day troubleshooting.
- Coordinate with IT team at head office for advance level configurations, installations for provision of uninterrupted IT services and support.
7. Human Resource (HR)
- Being the HR focal person at the field level, the adminsitration Assistant will facilitate the new joiners in collecting and signing off the required necessary documents.
- Track and record staff leaves at field level and share the updated record by the end of each month.
- Coordinate with the HR team for making arrangements for the interviews.
- Coordinate and facilitate the exit clearance process of the employees leaving the organization and ensure that documentation has been completed from all aspects.
*Due to the urgency of this role, Position will be filled on a rolling basis, interested candidates are asked to submit their application as soon as possible.
Please Note:
Candidate who tries to influence the recruitment process will be automatically disqualified. Women and non-muslim candidates are particularly encouraged to apply.