Administration & Logistics Specialist

CARE International in Pakistan

4907 views

Posted date	24th June, 2024	Last date to apply	4th July, 2024
Country	Pakistan	Locations	Islamabad
Category	Development Sector
Type	Contractual	Position	1

CARE is a leading global humanitarian and development organization. Since its establishment in 2005, CARE Pakistan (CP) has been responding to major disasters and undertaking an array of development projects. CP works through its local partners and a range of stakeholders for development, as well as emergency response-related interventions, which makes collaboration a key component of its work, across the country.

Job Summary

This position is responsible for managing and supervising the administration and logistics department of Care Pakistan (CP) to ensure all admin and logistics activities are in line with donor regulations and CP policies and procedures. The position holder manages and coordinates the office administration, travels and events, fleet management, warehousing, asset and inventory management and day-to-day office running operations. S/He will manage CO general global and local insurances of assets and effectively maintain and control the assets not just in CP's custody, but in Partner organization as well as related to CP projects.

The primary job responsibilities of the Administration and Logistics Specialist are to oversee, guide, conduct, and provide guidance and support in all administrative and logistics procedures including framework agreements with vendors for vehicles, hotels, air travel and other related services. Devise system for efficient, effective and sustainable fleet management. Ensure systems are in place for timely recording, tagging, proper tracking and disposal of assets and inventory items in the organization's asset and inventory records in line with CARE policies and donor regulations. Takes lead in submission of required reporting to regional office and headquarters as per requirement. Ensure to place a dynamic and people friendly system for travel arrangements to ensure staff gets timely support. Ensure to devise controls and mechanisms for smooth office running operations on day to day basis. The position will also work in close partnership with the program team, emergency team, procurement and the finance unit to ensure effective management of resources allocated to partners, in CO and field offices (if any).

Job Responsibilities and Tasks

1 - Oversee and Manage the Admin and Logistics Functions in line with CP Policies and Best Practices : (40% of Time)

Devise and implement SOPs for procedures related to general administration and logistics.
Assess and report on administration and logistics requirements, plans, progress and gaps for timely corrective actions and compliance.
Initiate, coordinate and review all administration and logistics requirements as per program budgets and in accordance with donor requirements.
Prepare monthly cash forecast and consolidate information from respective units in team.
Ensure logistics team makes timely arrangements for staff travel, boarding, and lodging and visa acquisition for official international visits outside the country.
Ensure timely and effective support for arrangements of all workshops/ training, seminars, exhibitions, internal pre-announced meetings in connection with venue coordination, meal arrangements, training hall set up arrangements, etc.,
Ensure that fleet is maintained up to desired safety, quality and sustainability standards, organize required training for all drivers including rental drivers as appropriate, make sure fleet is safe and road worthy and drivers are well training on traffic rules, vehicle and road safety standards, log books are correctly filled, and completed and reports are compiled based on actual logbooks data.
Coordinate and follow up for timely adjustment of advances and payments to vendors related to admin, logistics, fleet and other operations related activities.
Represent admin and logistics team in team meetings as and when required.

2 - Asset, Inventory, Warehouse and Facilities Management : (30% of Time)

Supervise facilities management, and ensure overall office maintenance, including electronics, furniture and fixtures.
Review, negotiate and authorize all service contracts.
Ensure that all utility bills are deposited within due date to avoid any penalties and disconnection issues.
Keep track of activities of concerned sections with regards to cost effective management of resources and their maintenance and operational costs, such as lease, utility and security affairs etc.
Ensure that field office / partner's offices are provided with necessary admin and logistics support for smooth project operations.
Ensure that inventory is properly tagged, and that asset/inventory records are timely updated according to the policies and procedures outlined in the "Property Management Manual". This will include all CARE assets in HO, FOs and with Partners.
Ensure that inventory register/database is updated 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.).
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.

3- Compliance to Reporting, Audits and Other Regulatory Requirements (15% of time)

Orient staff on admin and logistical processes.
Compile reports for the "Global Risk Insurance" and ensure that all assets and properties are covered against losses/damages.
Reconcile the list of CARE assets and property on quarterly basis against the records, including partner's, and compile comprehensive CARE assets report, for submission to ACD-PS.
Perform an annual physical inventory check and submit a comprehensive report to ACD-PS for further submission to regional office.
Produce vehicle consumption and maintenance report on a periodic basis and submit to Senior Management Team.
Ensure monthly air ticketing and hotel reservation record is updated and share with ACD-PS to ensure smooth services.
Audit facilitation in functional domains.

4- Supervision & Team Management (10% of time)

Supervision and oversight of admin and logistics team.
Assesses training and development needs of team within the CO; identifies gap in skills, develops training materials and provides training in related areas as needed.
Participates in the elaboration and leads the implementation of the CO's Performance Management System and processes to include the preparation and monitoring of Individual Performance Plans for staff.
Ensures succession plans are developed and implemented for staff in a way that assures CO staffs receive high quality support services at all times.

5- Other responsibilities as assigned (5% of time)

Any other tasks or responsibilities based on organizational and programming needs as assigned by the Line Manager.

A) Qualifications (Know How)

Required

Bachelor’s degree in Business Management, Economics, Logistics or comparable academic qualification.

B) Experience/ Technical Skills

5-8 years' experience in general administration, fleet management, asset/inventory management and warehouse management.
Must be familiar with donor policies and procedures, particularly USAID, ECHO, PRM, UN
Proven language proficiency in written and spoken English
Interpersonal communication skills 
Demonstrated technical and managerial ability, sound judgment and ability to work effectively with others at all levels
Firm belief in teamwork, gender equality, participatory approach and sustainable development

CARE participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we hereby request information from the candidate’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the candidate left employment. All offers of employment are subject to satisfactory references and appropriate screening checks. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

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. Please share your current as well as salary expectations along with the CV.