The purpose of the regional offices (RO) is to ensure implementation of the international strategy in the region, by establishing and following up regional and country strategic direction through regional and country frameworks. This means that RO is responsible for strategy implementation, ensuring accountability and providing leadership in the region and for supporting country offices (CO) based on strategic direction and overall frameworks from national office. The RO ensures strategic relationship management with all Norwegian Red Cross NS partners in the region, the Federation and the ICRC, with a focus on regional emergency preparedness and response. The RO furthermore ensures strategic relationship management with donors and external partners and supports CO with grant management. The RO supports and oversees finance management and results management (PMER) in the region in line with established standards and best practices. The RO is responsible for optimal use of human resources by ensuring efficient and purposeful communication and collaboration, including with National office. The RO promotes competency development and ensures efficient leadership and a conducive working environment in the region.

Purpose:

The purpose of the Regional Admin and Logistic Assistant is to support the management of a strong internal control environment, including segregation of duties, and the application of finance policies, processes and procedures throughout the region.

Strategic responsibilities:

• Support the Regional Admin, Procurement, logistic processes in the accounting and administrative functions of the regional office in line with Norwegian Red Cross rules and procedures.
• Support the regional and country offices in all aspects of administrative, procurement, Logistics and financial management enabling humanitarian programs.

Operational responsibilities:

Logistic & Administration

• Work with relevant units to safeguard all office assets including accommodation and stock items always ensuring satisfactory level of accountability and internal controls.
• Assist Regional Logistics and Admin officer regarding outsourced functions such as housekeeping, conferencing, gardening and catering to ensure cost effectiveness and service delivery in accordance with agreements.
• Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off.
• Ensure proper maintenance of office equipment as well as the provision of office consumables.
• Together with the Logistics department maintain an up-to-date inventory of the moveable assets of the Regional/country office.
• Assist in the coordination of the management of mobile phones, monitoring, monthly costs and liaising with HNS to ensure that the bills are paid on time.
• Ensure that all utility bills are settled in time and that there are no service interruptions.
• Work with the security delegate/country manager to enhance security in the office premises.
• Make necessary travel arrangements including; Visa process, air tickets, hotel bookings etc.
• Ensure official vehicle are well maintained and logbook is maintained properly.

Procurement

• Assist in preparation of documents (Purchase Request, Request for Quotation/Proposals, Comparative Bid Analysis etc.) during procurement process.
• Review and confirm all procurement requests before processing.
• Facilitate Program department in making procurement requests.
• Issues purchase order and coordinate supplier during the delivery of goods and services.
• Ensure the quality and quantity of goods and services received are according to the specifications mentioned in Purchase order.
• Arrange tender and other procurement meetings and take minutes of meetings.
• Assist in preparation of procurement plan.
• Maintain and updating supplier information such as delivery times, product specifications etc.