The Supply Chain and Operations Associate functions as a support to Field Office operations that require management of logistics and associated documentation for essential operations systems. He/she is responsible for ensuring quality systems are established and functional for, procurement systems, stock supply management, transportation, security and IT in keeping with RI Standards, local laws, and under the guidance of the Operation Manager. The Supply Chain and Operation Officer supervises Peshawar Office Supply Chain Staff and support staff: cook, cleaner, guards, and drivers.
Responsibilities and Duties:

Maintain and oversee the logistics of the project in KPK.
Produce regular reports to the Operations team in Pakistan.
Increase the level of cooperation with local partners in Swabi.
Oversee safety and security management of office.

Safety and Security Management

Serve as focal point to S&GLC/CD for sharing, participating and dissemination of situational awareness, security information, incidents/events risk analysis impacting RI staff and assets in the field.
Based on the traffic alerts, plan and advise staff travel to the field and country office.
Monitor staff field movement and get feedback at pre-designated points enroute.
Incident reporting and managing.
All firefighting appliances are functional and expired items are replaced in office and vehicle on time.
All emergency exits are functional and staff well-informed.
First aid boxes are kept maintained at prominent places and in vehicles with sufficient expiry date.
Analysis and reporting of safety and security related information from the beneficiaries in consultation with program leads which can impact RI activities and image.
Keeping a watch on the prohibited parties operating in the area and any interaction/conflict of interest with RI operations, program and staff.
All IT equipment and data is maintained as per RI data privacy policy and staff are well aware of the cyber security risks.
Maintain staff verification record in an updated form.
Report any violation of security protocol/SOPs (that comes to his notice) to the S&GLC/CD.
Security assessment of RI sites, program areas/ schools, offices, warehouses as required or directed by Operations Manager, S&GLC or PC.
Brief, sensitize and highlight situation awareness, complying with RI security SOPs and protocols to all staff at least once in a month or as advised by S&GLC.
Enhance staff capacity and facilitate in implementing RI security protocols.

Supervising office Access procedures/protocols

Watching security guards’ attendance, performance and replacement whenever required and recording of staff, material and visitors’ entry/exit in registers.
Ensuring that the security cameras are working round the clock and recording data is securely maintained.

Procurement

Assist PC/Operation Manager in Procurement Proceedings 
Procure requested program and program support items, in accordance with the RI Operations policy and procedure, making every effort to obtain the lowest price and highest quality of items for RI programs.
Preparation of RFQs, CBAs, Purchase Orders/Contracts
Ensure Procurement Tracking Sheet is well maintained and accounted for.
Procure all requested items in a timely manner to facilitate program and operational needs.
 Ensure efficient filing system is devised

Assets and Inventories

Ensure inventories are fully accounted for and maintained in a secure place 
Ensure a centralized asset register is maintained; ensure that all office and program assets are logged.  For all assets, manage a tracking system and ensure all assets are issued with unique RI asset number, ID tag, and are tracked.
Ensure annual (or bi‐annual) asset checks are completed; damage and losses are reported immediately.
Ensure assets are functional
Ensure efficient filing system is devised

Transport, Travel & Fleet

Ensure management of vehicle fleets is in line with RI standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout the program and ensure servicing and maintenance schedules are adhered to.
Ensure transport services are cost‐efficient and reliable. 
Ensure systems are in place to effectively plan, coordinate and monitor staff travel 
Keeping track of fuel consumption of RI Office, guesthouse and vehicles
Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts and that all inventories and stock lists are updated at the receiving and sending ends, per RI field procedures.
Ensure efficient filing system is devised
Build capacity and facilitate drivers to abide by RI policy and procedures.
Ensuring that RI owned as well as rental fleet is kept maintained and roadworthy.
Drivers and staff abide by the traffic rules and discipline.

Staff Management

Supervise Peshawar Office Supply Chain Staff.
Supervise cook, cleaner, guards, and drivers.
Ensure Drivers, cooks, and cleaners are trained and ensuring facilities for office, and guest house are operational and in compliance with procedures.

Administration / Facilities management -  – All properties including office, warehouse(s)

Oversee administration functions such as reception, office consumables, storeroom management, etc.
Coordinate with other staff members to ensure field Office are kept safe, adequately equipped, are maintained at the highest standards of hygiene, and supplied as per RI Pakistan Operation Standards. 
Ensure being on call beyond working hours to troubleshoot any urgent matter in office.  
Regularly check facilities and account for any issue and resolving and fixing it. 

IT – Information Technology

Installing and configuring computer hardware, software, systems, networks, printers and scanners. Monitoring and maintaining computer systems and networks. Responding in a timely manner to service issues and requests. Providing technical support across the project offices (this may be in person or over the phone) 


Human Resource.
        . Timesheet of all RI swabi team.
        . Monthly payroll for all staff. EOBI submission on monthly bases. 

HR Documentation, staff induction and staff exit, Personal file management. contract modification. data entry in HRMIS.
leave management, organizational chart and organogram.

Liaising

Maintaining liaison with peers, district administration in the RI program areas for obtaining security related information, alerts and recommendations.
Maintaining liaison and coordination with the district authorities, government departments and agencies to obtain NOCs and MoU approvals as advised by/on behalf of S&GLC/PC.
Maintain liaison with the local police stations, other NGOs and gather any timely info/ precaution related to security management.
In individual capacity or in support of S&GLC/PC meet with local community members, community leaders and other specific civilian actors in order to gain an accurate understanding of the areas in which RI teams operate.

Same as below.

In collaboration with the  Human Resources Lead, HR Officer will work with a team of Emergency HR staff based in Country office and at field offices to ensure high quality and efficient emergency staff recruitment, contracts management, orientation, learning and development, performance management, compensation and benefits, code of conduct compliance, employee engagement and staff care.
Policy and Compliance;
·         Ensure HR teams are following proper compliance in recruitment and selection process and provide necessary feedback to the team and inform HR coordinator about that suggest corrective actions, Develop different policy and procedures considering the country context, update them take necessary approval, talk with lawyers and update the formats and track the changes and circulate them time to time and arrange the training session for better acceptability. Orient the staff about the policies through different training sessions in all the offices, provide clarification to the staff time to time
Employee Engagement and L&D;
 Support different initiative initiated by Region and HQ and take lead on those initiative in country level, raise concern campaign, employee engagement survey, gender sensitivity and awareness campaign,
Develop L& D plan in consultation with programs, TNA, assessing goal setting form, facilitate and run different training initiatives by searching appropriate facilitators,Initiate different employee engagement activities, suggest different initiatives, and take different engagement suggested by region and HQ
. Lead complain management process, receive complain, file those issue and provide necessary report to management and guide staff in consultation with the country HR Manager and relevant authorities
Recruitment & Selection;

Coordinate with sector leads and Hiring Managers to plan and execute recruitments as assigned by the HR lead.
Ensure all the recruitment phases are completed within due timeline and competent staff hired against the requests.
Make sure pre and post selection processes and paperwork is complete and staff file is maintained and updated regularly.

Induction and Placement;
·         To ensure proper and effective onboarding process for national staff, facilitate onboarding trainings, set induction meetings, implement them and provide all the necessary support for their relevant queries
·         Crafting induction materials, update them time to time considering the context, and communicate and keep the staff updated about the changes
·         Update onboarding tracker and reporting and provide necessary feedback to management
·         Ensure circulation of new joining, introduce them, and guide the team to ensure their ID card, logistics support, create staff code, email ID creation and overall help them to settle down.
Performance Management;
·         Ensure goal setting of all staffs
·         Work on organizational/Departmental/Program structure
·         Establish performance evaluation module as per global practice. Work on modification (If required)
·         Ensure yearly/Mid-year/Probationary performance evaluation of all employees  
·         Adhere to Confidentiality of organization matters.
·         Perform other related duties as assigned and modified at supervisor’s discretion.

Working under the direct supervision of the Country HR / Admin Manager and is responsible for all administrative and human resource matters for the Islamabad office and bases according to ACTED guidelines. In addition, the HR / Administration Officer is also responsible for liaison with external stakeholders as per the request of Country HR / Admin Manager.
Responsibilities 1. Administration
Prepare administrative documents such as internal memos and letters upon request.
Ensure that administrative procedures are implemented according to ACTED guidelines;
In charge of premises contract making and / or renewal as and when requested by Coordination;
Maintain premise follow up table of the capital office and send it to Country HR / Admin Manager on the 10th of each month.
Make regular visits to each departments in order to ensure the proper understanding and implementation of ACTED administrative and HR procedures.
Have E-mail contact with Paris and other ACTED country offices regarding arrival and departure of International staff & keeping informed Country HR/Admin Manager in Cc of his/her all e-mail correspondences. Keep all International and senior national staffs’ passport copies.
Ensure ACTED Pakistan rules, regulation, processes and procedure are in place at area offices.
2. Filing:
Maintain all administration files in the Area office, including personal folders for every staff member
Ensure that no-one has access to personal folders, except upon specific request from Manager.
Supervision of HR/Admin Assistant for doing proper filling.
3. Recruitment:
  If requested by Area Manager, prepare vacancy announcements for recruitment of national staff for area and circulate through relevant channels.
 For recruitment, set up short listing and interview panel, to be approved by Coordination.
 Check references, of candidates upon request of coordination.
  Inform candidates about result of interviews and follow up hiring of successful candidates.
  Prepare employment contracts for new staff.
  Ensure that all staff, including those newly recruited, is in possession of and aware about ACTED guidelines and procedures as described in the HR manual.
4. Staff Follow-Up
 Make sure all HR procedures are implemented according to ACTED guidelines and standards;
 Ensure that attendance sheets, leave request forms and other required forms are maintained in the area office
 Collect attendance sheets, leave request forms and other required forms from the sub offices on a monthly basis
Maintain vacation and sick leave follow-up table for all area staff
 All attendance sheets, leave request forms and other required forms, as well as vacation and sick leave follow-up tables to be sent to Country Office the first week of each month
 Prepare contract amendments upon request of Area HR / Admin Manager.
 Ensure that staff appraisals are regularly made, as per HR Manual.
 Prepare the HR Titanic and send it the Country HR / Admin Manager for prior approval on 20th of each month
 Send HR TITANIC to Head Office Administration on 22nd of each month for final approval;
 Send a Hard copy of the signed HR TITANIC to Head Office Administration on 27th of each month;
 Update HOMERE ACTED HRIS, i.e payroll, Staff contracts, leaves, personal data, identification, payments, staff address etc and generate PER , parameters, setup, Generals and backup accordingly for monthly reporting and documentation for personal file.

• To supervise and monitor program implementation, tracking procurements and spending, and ensure effective systems in place for uninterrupted supply of stock, and program supplies to facilities.
• To technically supervise subordinates to ensure timely program updates and reporting; monitor and analyze program outputs, and all program data.
• To conduct field visits to ensure effective and quality program management and implementation.
• To prevent and control gaps against targets, and share lessons learnt from program implementation to contribute towards effective integrated programming.
• To provide technical inputs for generating quality monthly program reports, and donor reporting – both technical and financial.
• To technically monitor program progress against set targets, objectives and indicators.
• To participate in the recruitment of technical staff in nutrition,WASH, as per HR recruitment policies and guidelines.
• To maintain a positive working relation with the staff by demonstrating consistent and effective management and leadership roles.
• To prepare and submit periodic and final project reports which must include lessons learnt, case studies, success stories and other requirements by the donor agencies and head office.
• Additionally post closure of the project, you will be required to coordinate, present and submit report regarding the activities and operations of field office with the head office and facilitate the third party compliance audit.
Procurement:
• Collect purchasing requests from internal departments.
• Approving the amount from competent Authority after systematically implementing tax policy.
• Generate RFQ for collections of Quotation for transparent procurement According to policy.
• Prepare Comparative Statement from applied Quotation.
• Issues PO to vendors with agreed terms and condition.
• Analysis and reporting on GRN.
• Drafting and advertising tender. Registering tender applicants during date & time limits ens

1. Elaboration and Implementation of Operational Strategies
2. Managing and guiding procurement process
3. Ensuring implementation of sourcing strategy and e-procurement tools Effective Monitoring of the ASMT
4. Supporting the implementation of ASMT activities
• Analysis of requirements and synthesis of proposals for cost saving and reduction strategies.
• Synthesis of proposals and implementation of contract strategy in the PMU including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
• Implementation of the strategic human resource and procurement in the PMU including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.
• Timely and duly preparation of the procurement plans for the Project and monitoring of its implementation.
• Implementation of proper monitoring and control of procurement processes including organization of RFQ, or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with ASMT rules and regulation.
• Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Management of procurement contracts.
• Perform regular spot audits of procurement files
• Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes
• Gather current pricing information independently.
• Conduct price/cost/reasonability analyses
• Warehouse Management
Marketing and Fundraising
Create strategy for fund raising and effectively and efficiently implementation of the strategies overviewing the gap and challenges providing solutions to the challenge regarding to fundraising.
Proposal writing and grants requisitions.
• Developing and maintaining ti

• Implementation of ISO and HAP System at Kohat office and center.
• Management and supervision of Subordinates and support staff.
• Documentation and filling.
• Maintain all filling and documentation according to ISO requirements.
Data entry in MIS Record
• Fixed Assets Inventory record.
• HRIS database management of Base.
• General Inventory.
• Insurance of Assets.
• Vehicle record
• Stationary record
• Publication and souvenir
Vehicle management
• Adhere to the vehicle management guidelines.
• Record of expenses
• Maintain log books and Fuel consumption record
• Vehicle maintenance checklist
• Renewal of vehicles taxes, insurance and tracker
• In case of car rental, he has to make sure to fill the log book during vehicle will be in field or in the city and make fuel record of all vehicles.
Security
• Responsible to share updates and will follow the security protocols as per the security guide lines and advices from security head and will be responsible for the following.
• Panic switches
• Emergency exits
• Fire extinguisher & First Aid Box
• Check on guards
• Coordination with programs and other locations.
• Discuss all issues of office and staff with office manager and Assistant operation manager.
HUMAN Resource.
• HRIS database effectively management.
• Update EOBI of new , Old and those who are already EOBI card holder and transfer them CWS-P/A installments, Askari life and death Insurances of staff.
• Contract signs from staff, handling and taking, exit interview final settlement. Job Advertisement. Interview scheduling. Counseling on staff Issues.
Finance.
• Maintain petty cash account and responsible for all billing and voucher payments through Islamabad finance office. Responsible for making report of petty and other expenses of kohat office and will share this with finance office Islamabad, Location manager and Assist OPS manager.
• Reporting to location/office manager on all operations Activates
• Attendance
• Call records
• Deal with service companies on regular basis for the service and maintenance.
Kitchen management.
• Preparation of menu on monthly basis according to budget.
• Kitchen inventory.
• Checking of cleanliness and hygiene.

Guest house management.
• Guest house management is the responsibility of office Administrator, cleaning, food and all facilities as per guide line.
• Any other task assigned by the Regional Representative/ DD, s/ AD, s and /or Operations Manager.

Human Resources
• Contribute to selection process: advertise position, collect and review application.
• Receive applications for employment; maintain candidate’s data in recruitment database.
• Assist HR Manger with translation of candidates CV credentials.
• File the interview records and application forms of non-selected candidates for future reference. Support the HR Dept. in maintaining a roster of qualified applications and review interview records to insure all qualified applicants are included, and search for candidates upon request.
• Update HRIS database of the new joiners.
• To ensure that every contracted staff working has provided the appropriate documents (ID card, CV, signed contract, signed job description, contact information etc.) and to keep Scan of documents for Location and send original documents to Head office.
• Assist in the welcome/brief/orientation to the new joiners.
• Receive and update the staff directory(No of staff, joining date, address, CNIC, contacts No, closing date/resign/Death/life insurance/Askari health insurance from Locations and pass them to HR Manager.
• Responsible for making payroll and solve all queries related to payroll.
• Responsible for assisting HR Manager in Internal & External Audits;
• Assist in processing of Clearances (Exit Interviews, Termination, Proper handing/taking over/finale settlement waver)
• Responsible for conducting OJT on the Job trainings and cross cutting theme Training in need assessment of staff and conduct capacity building trainings (CBT).
• Also provides counseling on personnel-related issues, including career development. Liaise with HO on all learning/development requirements.
Administrative support
• Prepares realistic weekly cash forecast (Budgeting) in consultation with program colleagues.
• Ensure financial reports are submitted on time and on appropriate formats;
• Assist with the preparation of files for audits and support finance in completion of audits;
• Follow up monthly payment for office and GH electricity, water supply, and telephones.
• Support department colleagues in daily relevant activities.
• Update monthly reporting documents.
• Support the PM and FM in ensuring that proposals and budgets are written according to donor formats, Operational expenses i.e. Fleet, rents etc. and guidelines and are submitted for review and submission in a timely manner;
• Reconciliation of all the data of Cash for work & Cash grants received from the field.
• Supervise the log book maintenance for Fleet, generators installed and generate monthly fuel consumption reports to analyze the efficiency of the vehicles and generator.
• Supervise the procurement activities as per Field Office Unit.
• Support travel arrangements of all staff between the area office and other bases, with direct contact and link with Logistic and Security Department.
• Organize all travel arrangements including bookings, accommodations & ticketing for the entire Food/CFW program team & Expatriates. Also providing support on travels to HO HR, Finance & Logistics working in the IDPs Emergency areas.
• Keep the track of NOC for Expatriate staff during their visit to the field.
• Manage the organization of the Guesthouse and ensure that all arriving staff are allocated a room and that it is cleaned and prepared.
• Manage the cooking / cleaning team and develop duties of support staff for cleaning and cooking both at the office and Guesthouse.

• Handling of financial activities including processing of payments for all procurement/purchase and advances etc. Voucher preparation, Petty cash management & replenishment, Processing Bank transactions. Salary Disbursement, Bank Reconciliation, File Management & Record maintaining, Bank transaction and monthly financial reporting to Head Office according to USAID & IRC policies. Posting all data into transaction’s spreadsheets on daily basis for review. Any other responsibility as assigned by supervisor. Supervise the District/ Assistance Office’s other administrative support staff and office helper. Office, Guest House & Warehouse administration. Close Work coordination with the Project Head and Project Finance Manager.Reporting to the Head Office, the Project Administration Manager and Project Finance Manager for day to day administrative and financial matters.