Administration Officer
Job Description:
PURPOSE OF POSITION:
The purpose of the position is to facilitate the ongoing project activities in compliance with the WV policies and procedures
Major Accountabilities:
Ensure proper Office Upkeep
Office is kept neat and tidyAll equipments are kept updatedCleaners are supervised properlyTime Sheet is maintainedStore is maintained properlyCarry out repair and maintenance work
Office equipments are maintained updatedPRF is raised for all maintenance workRecord maintained for all maintenance related issueAppraised SM on all maintenance related issue in office and team houseProvision of office supplies and stationary PRFs raised for office supplies and stationaryRecord maintained for every issuanceSupplies and stationary delivered as and when requiredGRN maintained for all purchasesTo keep Proper and adequate filing system
Separate files maintained for all admin related documentsUsed PRF, GRN and Way Bills are maintained for ready referenceFiles and documents are provided for any audit complianceAssist Admin & Logistic Coordinator /ADM in acquisition of Assets
PRF raised for new assetsAssisted project staff in filling PRF with proper specifics for acquisition of new assetsGRNs are prepared for all new assetsReporting loss or theft of assets
Damage or Lost assets are reported through email or filling assets lost formAssets those needed maintenance are done accordinglyEnsure proper Assets and inventory management
The assets are tagged with inventory numberDatabase updated and shared on regular basisAssets movement form filled for any assets movementTheft or loss report is prepared and shared regarding assetsTo keep the record of Mobile phones and digital cameras
Maintained proper record of all cell phones issued to staffReceiving forms are maintained in separate filesIslamabad Office communicated for any change or blockage of the cell numbersRecord of issuance of digital cameras maintained properlyAction taken for any repairing of the cell phone or camerasAssist in the provision of safety environment in WV premises
WV offices and team houses provided with First Aid Kits and Fire ExtinguishersCoordinated with FSA to conduct in house training for staff to cope with fire fightingA vehicle is provided to escort staff to hospital for any medication or emergencyTo keep the fire extinguishers and first aid kits updated
The fire extinguishers are filled before the expiry datesFirst Aid Kits are filled as and when requiredAllocation of vehicles to projects
Represented transport in all meetingsCoordinated with all PCs regarding their need for the vehiclesAppraised ADM regarding the immediate need of the vehiclesTimely repair and maintenance of WV vehicles and generator
The WV vehicles are repaired on timely basisPRF and work order filled for all repairsRegister maintained for all vehicles and its maintenance recordOil changed on completion of standard kilometers of vehicles and hours in terms of generatorAppraised ADM regarding any major repair of the vehiclesProper management of vehicle/generator log books
All WV and rental cars are provided with Log BooksThe mileage is taken on monthly basisFueling and maintenance is recorded in the log booksLog books are verified and checked at the end of the dayGenerator log book is maintained properlyVerification of per diem and over time claims of drivers
Supervised the drivers properlyTheir claims are verified from the log books and approval is obtained before assigning them any duty on weekendsLog books are collected at the end of every month and kept in lock for any future referenceDuty roaster for drivers and cleaners is preparedTo provide fueling slips and keep their record
Maintained proper record of fueling slipsFuelling is done from the contracted vendor in SukkurThe slips carried dual signaturesFuel bills are checked and verified prior getting approval from ADMAny discrepancy is addressed and filling station management has been appraised for correctionPreparing internal lease of vehicles
Internal Lease of WV vehicles preparedThe lease papers are shared with finance for charging the specific vehicle from the specific budgetVisitors Management and to arrange their
Boarding and Lodging
Coordinated with Islamabad Office and other WV offices regarding visitorsArranged food, accommodation and refreshment as per guidelines from ADM for the visitorsEnsured the timely provision of supplies and stationary if requiredGuest House authorization filled prior doing any reservation in the guest houseTo arrange and facilitate indoor and outdoor events
PRFs acquired in time from PCs for arranging eventsHotels contacted for the timely provision of foodMenu discussed with PCs before finalizationProcurement policies and procedures followed in selection of hotelsTo identify local vendors and prepare contracts
Local vendors identifiedService contracts prepared following the procurement policiesUpdate lease agreements and issues related to WV leased premises
Negotiated with owners regarding the leased premisesAppraised ADM regarding any issueAppraised Islamabad Admin regarding renewal or termination of the agreementsLease Data updatedPreparing the payments and their follow up
Payments processed with all supporting documents to financeUtility bills paid in timePayment register maintained for ready referenceExperience, Education, Knowledge and Skills required
Bachelor’s degree in Business Administration but MBA will be preferredFluent in English, Urdu, & sindhi3-5 years proven experience in the relevant field with an NGO or INGO. Preference will be given to the candidate with Humanitarian Agency working backgroundWork experience in complex development/emergency/rehabilitation settingsStrong skills in communication, negotiation, mediation and coordination both oral and written.Knowledge of the local culture, good communication skills in local languageAbility to work in and contribute to team building environment. Ability to maintain performance expectations in diverse cultural contexts and capacity to work under pressure.Proficient in MS OfficeHe/she should have the skills to cope the stressed and challenging environment and build a team to achieve the desired objectivesView the original article here
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