Admin Coordinator
Pakistan International School Jeddah -English Section
Total years of experience :13 years, 0 Months
• Hiring, supervising, and evaluating staff members.
• Delegating tasks and ensuring that they are completed in accordance with existing policies and procedures.
• Greeting visitors and directing them to the appropriate parties.
• Handling basic office duties, such as answering and routing phones, responding to emails, data entry, and reporting.
• Answering questions and finding information for employees, vendors, clients, and lenders.
• Supporting employees by facilitating interdepartmental communications and interactions between internal and external parties.
• Ensuring that the office is well-maintained, organized, and secure.
• Assisting with special projects, such as process improvements and budget development.
• Developing and implementing new policies and processes.
• Supervise to Admin Manager with the monthly planner and give him feedback of every end of the week
• Supervise Transport Incharge with the monthly planner and time to time follow-ups regarding smooth transportation of the institution
• Supervise maintenance dept-incharge regarding monthly tasks as assigned him and get follow-ups every end of the week
• Supervise ERP system and follow-up the daily tasks are done or not
• Every month on 25th organized a departmental meeting regarding tasks of the month is done or need to be done at the end of month
• Supervise and organize institution mega events plans and also participated and ensure according to plan of the department’s
• Supervise Supply chain Management and staff from purchase dept-or from Store check and monitor closely all the supply chain
• Closely monitor daily vehicle refiling system on WAIVE Aldrees website and physically check the KM of Vehicles to verify with the transport in charge
• Worked on PIONEER software system
• Timely Correspondence of all the emails from Management/Vendors
• Evaluating quotes and make mega purchasing comparative’s closely
• Human resource management
• Preparing monthaly, quarterly, and yearly reports on power point to present in-front of the management
• Closely monitor institution canteens sale and requirements and also submission of the reports and cash to finance dept-on daily basis
• Monitor closely all the equipment’s of the institution are working well and secure with the IT dept-
• Monitor security supervisor and get reports every day regarding guards performance and duties
Coordinates and provides direction for a comprehensive medical services to the community of respective district and surrounding communities and or in the respective HANDS Health Facility Centre.
Advises the senior management team on operational management and strategic directions for the health/education and construction ongoing projects.
Performing screen assessment, treatment and referral of patients in a coordinance with HANDS Health services policies and procedures.
Participates in the collection of essential data
Preforms on site teaching services as required
Works in compliance with HANDS rules and regulations
Attends post graduate educational courses as appropriate or as recommended by the HANDS Health services policies
Responsibility for the day-to-day management of the Health and education services
Responsible for the monitoring, reviewing and evaluating the quality and the time line of the clinic services
Plan and implement projects, Help define project scope, goals and deliverables.
Define tasks and required resources, collect and manage project team.
Manage the project budget, Allocate project resources, Create a project schedule and timeline.
Support and direct team, Lead quality assurance, Report on the project status.
Present to stakeholders reports on progress as well as problems and solutions.
Implement and manage changes when necessary to meet project deliverables.
Evaluate and assess the result of the project.
Submit monthaly, Quaterly and manually reports of respective assignments to concerned supervisor
Other duties as assigned by the GEM/HOD/CEO
Supply Management
Carry out a purchasing environment analysis at the local level
Supervise the update of price lists and supplier files
Manage the Solidarities International purchasing procedures and those from donors funding the programs.
Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
Receive, approve and process requests for quotes and internal order forms
Ensure that budgetary lines related to logistics are monitored and observed
Supervise the preparation of purchasing documents and draft the contracts
Participate in the drafting the call for tenders
Supervise purchasing, ensuring that approval rules and procedures are observed
Select suppliers and negotiate prices, deadlines and delivery methods
Ensure that purchasing documents are complete and archived in keeping with Solidarities International procedures
Ensure that dealings with suppliers are monitored
Coordination with clearance agent for the import consignments
Handing of import consignment and checking and reviewing of documents
Vehicle Fleet Management
Negotiate vehicle rental contracts
Supervise the planning and execution of maintenance and repair work on mission vehicles
Establish vehicle movement schedules
Ensure that a complete breakdown kit is available on board all vehicles
Permanently ensure that all drivers have received general training and carry out regular testing
Ensure that drivers are aware of their obligation to adhere to Solidarities International safety rules and procedures
Check that vehicle log books are in place and are used correctly
Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analysed and recorded
Prevent the misappropriation of fuel and spare parts
Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored like Vehicle Movement order/with the prior permission and approvals
Equipment/Telecommunications Management
Update inventory in real time
Optimize distribution of materials according to task needs
Organize the installation, safe-guarding and monitoring of materials
Install communication means and ensure that they are regularly maintained
Train teams in the use of these communication means
Supplies Management
Select storage locations and create a plan for the development and security of these sites
Ensure material is stored under suitable conditions and monitor expiration dates
Ensure procedures are followed as stock is checked in and out
See that all documentation linked to stock is complete and correct
Supervise monthly physical stock inventory
Security
Implement team safety measures as determined by the coordination team
Train teams in safety rules and procedures
Pass on any security-related information to his/her line manager
Reporting/Capitalization
Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
Ensure that internal order forms are monitored and that the status of each order is given to the person waiting
Consolidate logistics packs monthly and pass on to the logistics coordinator
Provide the logistics coordinator with all information needed to draft intermediary and final reports
Pass on purchasing reports for closed programs to the coordinators at the established frequency
ORG CHART POSITION (reporting and functional relationships)
Line manager: Field coordinator/Base manager
Line report(s) on base:Entire base logistics team
Functional manager: Logistics Coordinator
Functional report(s): -
Responsible for the overall operation
of warehouse.
• Performs merchandise inspection (inward & outward)
• Carrying out physical inventories.
• Liaison with sales sand operations teams
• Managing a clean, neat orderly work area
• KPI Managements
• Perform departmental activities as per SOPs
• Assist with bin location up keep and the physical inventory process
• Managing the MHEs and related assets (Bays / RF reader Laptop etc.)
• Data entry (inbound and issues) as well as reordering
• Daily basis receiving 5 to 8 containers.
• Documentation for receipts and issue.
• Preparing damage report
• Reporting to operation manager.
• PM, and spare parts in the warehouses as per temperature protocols
• Maintain strict control over inventory accuracy in order to meet internal and external demand of products.
• Maintain storage area by organizing floor space, adhering to storage design principles, temperature, and recommending improvements.
• Managing a team of warehouse staff, including training, performance evaluation & setting their individual assignments as well as KPIs.
• Comply with quality and safety standards as per company policies and procedures.
• Performs other duties which may assign by Logistics Manager