Admin Assistant / Front Desk

OVERVIEW OF POSITION

• To perform any other duties as requested by the Logistics Coordinator and Country Director.
• To supervise and support all logistic personnel working for ACTION AGAINST HUNGER within the base.
• To establish and maintain good contacts with suppliers, government offices, UN agencies and other NGOs with regards to logistical matters.
• In case of war, civil disturbance or arbitrary malicious intent, in consultation with the Logistics Coordinator / Security Coordinator, communications and other capital equipment, either by disabling it, hiding it, or by driving it to safety, under the condition that this effort does not jeopardise the personal safety of any staff involved.
• To organise all logistics processes, including warehousing, communications and transport, as well as the related administrative procedures, for ACTION AGAINST HUNGER operations.
• To implement and monitor logistics systems, in accordance with ACTION AGAINST HUNGER policies and procedures.

OBJECTIVES

Objective 1

• Base Management

Tasks & responsibilities

• To ensure the smooth logistical running of the base under the supervision of the Logistics Coordinator.
• To ensure the facilities are up to Action Against Hunger standards, Office, Ware house, Guest House, Parking Lot.
• To ensure that all the electricity work in properly with support of back-up generator.
• To identify the supplier for the proper base running that’s includes, Plumber, electrician and carpenter and other related to the office maintenance.
• Contract Management of all the lease facilities

Objective 2

• Travel & Accommodation Management

Tasks & responsibilities

• Arrange ticket and hotel bookings for Action Against Hunger staff, update proper Travel Tracker and share with Logistics Coordinator on weekly basis.
• Ensure travel arrangements are made as per standard procedures (Travel Request Form completely filled by requestor and validate), coordinate with travel company for available options.
• Arrange Hotel or guest houses for staff, visitors or expats travelling. Ensure Hotels are greenlighted by Security clearances.
• Guest house & Travel payments payment would be twice a times in a month.
• Advise employees about their flight details and hotel booking arrangements and communicate/coordinate with relevant field staff for further arrangements.
• Same day once received finalized travel.
• Request vehicle and ensure drivers are advised on flight details times for collection or drop off.
• Ensure staff will submit boarding passes after their journey which will be reconcile with payment request to finance.

Objective 3

• Fleet Management
• Tasks & responsibilities
• To regulate the use of vehicles.
• Supervising and planning vehicle allocation in order to optimally serve the needs of the program with support from Logistics Coordinator.
• Monitoring the fuel consumption of Action Against Hunger vehicles and the skills of the drivers.
• Actively enforce the driver regulations and Action Against Hunger SOP’s.
• Detail survey of the project intervention to find out the feasible options for fleet and share the report with Logistics Coordinator.

Objective 4

• Supply Chain Management

Tasks & responsibilities

• Review and confirm all procurement requests before processing;
• Coordinate with Project and program managers during request preparation;
• Ensure that PR includes all required specifications and supporting documents;
• Facilitate Program department in making Procurement request;
• Collect information from procurement request for request for Quote, prepare assessment table and obtain approval according to ACTION AGAINST HUNGER Standards procedures.
• Arrange Procurement Committee Meetings with consultation with Logistics Associate for bidding, taking minutes of meeting during and recording of discussions & recommendations made by the committee.  
• Ensure that all documentation required as per contract is provided by both parties;
• Collect and review all delivery documentation; Prepare payment transaction according to delivery and contract payment terms.
• Facilitate the purchase and delivery of all necessary supplies to the base, including regular travel to various Markets for procurement of supplies.
• Will update the PFU accordingly.
• Assist in day to day logistics task as assigned by Logistics Coordinator or Logistics Associate.

Objective 5

• General administrative and secretary work

Tasks & responsibilities

• Facilitation to Country Director for organizing signatures of official documents. Collect documents from all departments and ensure documents IN / OUT are managed from CD file.
• Answer switchboard and redirect calls as required.
• Greet visitors and advise relevant staff member of their arrival.
• Ensure reception area is kept clean at all times.
• Ensure meeting room is cleaned after meetings.
• Maintain Diary for meeting room and ensure room suitably prepared for meetings.
• Be responsible for issuing stationary and ensuring stocks always available
• Arrange the TCS once got form any department & maintain IN/OUT dispatch register.
• Petty cash: - need to reimburse Weekly / before issuance of new advance.
• Ensure to have proper Kitchen, Office & Guesthouse's Hygiene & Kitchen items to be in place daily
• Any large volume photocopying and scanning.

Objective 6

• Reporting

Tasks & responsibilities

• Submit a monthly updated Fleet Plan, office inventory to the Logistics Associate and Log CO. Fill the price list when purchasing and preparation of quotations.
• Consolidate and Submit a monthly Equipment list, Fuel Consumption report for vehicle and Generators to the Logistics Manager and Logistics Coordinator.

INTERNAL & EXTERNAL RELATIONSHIP

Internal

Under the guidance of

• Logistics Coordinator

In coordination with

• Log-Associate at Capital & Program teams

Line manager of

• Drivers (Islamabad) & Cleaners (Islamabad)

Technical manager of

• Drivers (Islamabad) & Cleaners (Islamabad)

External

NGO/ INGO

• NA

Donors

• Action Against Hunger (AAH)
• Government of Pakistan
• All Visitors

International

• NA

Other

• Relevant Authorities & Vendors

REPORTING RESPONSIBILITIES

• Internal National
• Procurement Follow-up
• Contract Follow-up
• Vehicle & Generator Report
• Any special / situational report (occasionally)

Internal Global

• Ensure that all ACF policies (conflict of interest, child protection etc.) followed while conducting procurement

External

• Ensure the availability of all Logistics documentation / record for audit purpose

POSITION REQUIREMENTS

Mandatory

• Bachelor’s degree in relevant field.
• Minimum 01 years of overall experience with fresh in relevant field in development sector
• Preference
• Good motivational and support
• Excellent communication - internal and external
• Excellent analytical ability on program and positioning
• Fluent in English, reading writing and speaking and/or local language of the program implementation area
• Team player
• Excellent computer skills

COMPETENCIES

(1 being lowest, 4 being highest)

• Team work (Level 3)
• Organisation and planning (Level 2)
• Analysis and resolution of problems and conflict (Level 3)
• Gender Sensitive (Level 3)
• Adaptability and flexibility (Level 3)
• Motivation (Level 2)
• Resistance to pressure, and capacity to deal with difficult situations (Level 2)
• Results orientation (Level 2)
• Effective and synthetic Communication (Level 3)