a. Manage reception, scheduling, and client-facing administrative tasks
b. Supervise front-desk operations with professionalism and empathy
c. Ensure cleanliness, organization, and readiness of hub facilities
d. Oversee IT systems, office equipment, and supplies functionality
e. Track consumables and initiate procurement requests
f. Support data collection and CMS updates
g. Manage processing of payments, invoices, and bills through the ERP system, ensuring accuracy and timely execution
h. Maintain close coordination with Head Office and keep the Admin Manager and COO informed of task progress, operational issues, and key development.
2. Safety & Safeguarding
a. Ensure readiness of fire safety, first aid, and access control systems
b. Support safety drills and periodic threat assessments
c. Monitor compliance with accessibility standards, including for persons with disabilities (PWDs)
d. Report and address safeguarding concerns confidentially
e. Maintain security systems, including CCTV, locks, and emergency exits
3. Procurement & Vendor Management
a. Initiate and follow up on Purchase Requests (PRs)
b. Liaise with vendors for quotations, delivery, and quality assurance
c. Maintain procurement trackers and vendor documentation
d. Identify and pre-qualify local vendors
e. Ensure compliance with BOQs, donor requirements, and audit standards
f. Maintain and manage vendor and procurement-related data within the ERP system, ensuring timely updates, completeness, and accuracy of records
g. Support ERP implementation and adoption initiatives by ensuring accurate operational and procurement data entry and compliance with established ERP processes
4. Stakeholder Liaison & Outreach
a. Act as focal point for courts, bar associations, police, and local administration
b. Maintain visit logs, meeting minutes, and outreach reports
c. Support the organization of outreach sessions, events, and trainings
REQUIREMENTS AND CORE COMPETENCIES
Education: Bachelor's degree in Management, Business Administration, Public Administration, or an equivalent field
Experience: Minimum 3 years of experience in administration, operations, logistics, procurement, or NGO project support
Skills: Administrative coordination; procurement processes; stakeholder liaison; safety compliance; vendor management; ERP and CMS data entry; reporting and documentation
Knowledge: Safeguarding protocols; data privacy principles; procurement policies and procedures; facility safety standards; ERP systems; and understanding of the local justice ecosystem
Values: Commitment to client dignity, safety, transparency, accessibility, compliance, and ethical service delivery
Personal Attributes: Empathetic; organized; proactive; diplomatic; detail-oriented; solution-focused; and able to respond effectively in crisis situations
CORE RESPONSIBILITIES
a. Ensure smooth and efficient day-to-day operations of the Justice Hub
b. Maintain a safe, secure, and accessible environment for all clients and visitors
c. Ensure timely procurement processes and effective vendor management
d. Maintain accurate operational records, reports, ERP entries, and CMS updates
e. Build and sustain effective relationships with courts, law enforcement agencies, bar associations, and other stakeholders
f. Support implementation and adoption of organizational ERP systems and processes
g. Ensure compliance with organizational policies, donor requirements, safeguarding standards, and operational procedures
EEO & Non-Discrimination Statement: