Base Log / Administrator

General objectives of the function: 

The field-based Base Log / Administrator is responsible for the accounting, administration, logistics and HR management functions in the base; he/she also is responsible for reporting, and solving when asked internal conflicts and disputes; he/she ensures the internal rules and regulations, as well as the accounting guidelines, are being implemented and respected, manages all logistics-related activities in a base, according to the standards, procedures and protocols. The span of supervision, execution, and implementation, goes from, and is not limited to purchasing and supply to facilities maintenance and fleet management; and finally, he/she reports to the Base Management but has also a functional reporting line with the HR, Logistics and Admin/Fin departments in Country Office Islamabad;

Key Responsibilities; 

Logistics 

• Supervises the maintenance of Assets and Facilities (Offices, Vehicles, Medical Equipment, Cold Chain, Warehouse, Generators etc), through following up maintenance requests from different stakeholders, and through conceiving, supervising and diffusing Maintenance plans; 
• Supervises and executes day to day purchasing activities, receives and processes purchase requests through Mission Orders. Manages the administrative and accounting procedures related to purchases: completes purchase orders, checking delivery notes and makes sure that the purchasing is being done according to the protocols and coordinate with the Logistics Manager/Focal point and Coordinator in the Capital if needed; 
• Collects Quotation, and conducts preliminary market research;
• Manages adequately and efficiently the logistic related records and documentation; 
• Participates in the assessment and evaluation of suppliers; 

Administration & Finance 

• Follow up the invoices/payments of insurance contracts (Car insurances, office and house's insurances, Staff insurances); 
• Ensuring that a good working/living environment is maintained at the base level; 
• Responsible for the monthly accountancy preparation in respect to accounting procedures (provide proper receipts & vouchers, make cash control) and report to the coordination admin and finance department; 
• Feeds coordination office with the information related to accountancy required by HQ for; 
• Ensure proper cash management on daily basis; 
• Assist in internal & External Audits 
• Preparation of hard files of accountancy for review by the supervisor; 

Human Resources 

• Ensure the provision of information to the HR department when the latter processes the payment of final settlement when ending working relation with employees (end of contract, resignation or dismissal); 
• Manages field staff attendance tools, and leave management as per the COE and the mission’s internal rules and regulations; Collection of attendance/leave, advances, overtime, absence and deductions details. 
• Assists Field staff on medical claims by providing technical advice and guidance in accordance with the Health Policy and the IPD/OPD insurance contracts; 
• Supports the HR Department in the yearly performance review and in the Learning and development yearly exercise; 
• Responsible of maintenance and updating of a copy of/mirror of an HR personnel file(s) at field level. 
• Fulfills the assigned role in the recruitment and selection process, from receiving the recruitment request, circulating the vacancy announcement, advertisement of the vacancy.

Academic Qualifications: Bachelors in Business Administration/HR Management/Logistics/Supply Chain & Diploma HR, Accounting or finance, Logistics/Supply Chain related fields.

Experience: Minimum 05 years experience in HR management and/or accounting/finance, preferably 03-year experience Admin/Fin or HR management/Logistics Management in a recognized INGO or NGOs.

Required Skills & Competencies; Good communication skills – Planning and Organizational skills – Adaptability – Excellent knowledge of logistics, HR, Financial procedures in addition to verbal and written reporting proficiency. – Computer knowledge (Word and Excel, Financial software) – Experience in Procurement, Stock management and Asset management.

Background of the candidate's

Sex: Male/Female National:

Travel: Frequent field visits/Project catchment Area.

Hierarchical Reference: Base Management

Functional Reference: Admin/Finance, Logistics, HR

Job Location: Peshawar-KP – Pakistan

Linguistic Skills: Good communication skills in English, Urdu Languages & Pushto is essential

Note: Only individuals who meet the above-listed requirements are invited to apply for the above-mentioned position. 

The organization reserves the right to cancel the job posting at any time without any intimation or reason. The organization doesn’t allow or accept the candidate having multiple employments at the same time.