Admin & Security Manager
Izhar Moonoo
Total years of experience :8 years, 0 Months
Managing, leading and controlling the Administration Department effectively & efficiently to provide support and logistic services.
Maintenance of office discipline & decorum by implementing new policies and procedures.
Supervision of all support staff including drivers. Managing of office environment and ensuring cleanliness thereof. Arrangements for hotel reservations.
Oversee all security system, HD cameras, barbed wire, safe home policy, security guard duty roaster, armed maintenance, duty location etc
Smooth & economical transport management. Arrangements of office furniture, stationery, office equipment & other fixtures.
Management of inventory and all assets of organization including insurance.
Maintain and manage backup generators, fire detection / suppression systems and other office equipment in coordination with the relevant contractors.
Introducing and maintaining efficient and effective control and documentation of incoming and outgoing mails including courier services.
Liaison with outside agencies including government departments associated with the operational requirement.
Develop and maintain strong contacts with Government Intelligence/security agencies and local police authorities as appropriate.
Maintain information systems that clearly present information to all security staff while maintaining operational security on movement information. Maintain the updated staff contact list and contact list of security update.
Update the Lease Trackers on Monthly basis.
Prepare logistics and support plans, deployment timelines and budget requirements for planned or new operations;
To advise field teams on logistic procedures to ensure compliance with donor regulations. To accurately maintain the logistic filing systems ensuring rigorous adherence to logistic process. To co-ordinate the supply of goods and logistics support for programs, including requisitioning, receiving, storing, issuing and processing payment for goods in accordance to Policies and guidelines.
To negotiate procurement contracts with suppliers, many of which are of significant value. To proactively identify broader issues of logistical weakness/non-compliance to policies. To occasionally visit field offices to audit logistic processes and provide advice and training as required in consultation with the management .Develop and implement methodologies and tools to enable effective execution of logistic plans, Formulate SOPs logistics Manual; manage logistics operations, including, material and personnel.
Ensure timely, accountable and cost-effective delivery of keeping cargos and personnel. Coordinate logistics activities with procurement, finance and other substantive units. Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained;
Have to develop Monthly logistic Plan in consultation with coordinator, Ensure enough space is available in warehouses before arrival of new shipments. Ensure that all the movement of goods are coordinated, recorded with all the stack holders Ensure that all the area maps, road, KMs, location are maintained in the office.
Prepare Payment of monthly rental vehicle to prepare Monthly fuel consumption report of vehicle. Implement all the regulation for the shipping of goods, externally and internally.
Ensure scheduling of vehicles as per specific commodity staff’s requirements while ensuring that vehicles are planned for and allocated for all field trips and in a timely manner so as to ensure smooth office transport operations be able to develop and assist in security plan development.
Should be well aware of the Finance regulations and ensure all the payments are provided at the right time, along with the trail of required documents. Assist supervisor in arranging admin related trainings for staff and other duties assigned by supervisor.02 Months Works as Acting Security Officer. & Sénior Logistics Officer.
Rechecking of all the final closed documents including (PR, Quotation, PO, GRN, Invoice, Request for Payments).Issuance of Purchase Orders to Suppliers, follow up of all the orders on daily basis, getting the GRNs from the Warehouse and Inventory immediately after the Delivery of items. Preparing the Payment Request and submission to the finance to make the payments on time to the Suppliers.
Handle and monitor purchases till items received to office/warehouse.
Manage the preparation and issuance of purchase orders on regular basis in accordance to product specification required. Negotiate and coordinate with the suppliers with the best purchase package in terms of quality, payment, delivery and other services.
Timely Payments of Utility bills, Hotel Bills, Service companies and Rents of Office.
Procure office equipment and other essentials as per demand and request after official consent of Manager Admin and sanction of funds from Finance Department Prepare responses to correspondence containing routine inquiries.
Perform general duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing. Interact with clients, vendors and visitors. Get quotations for office procurements
Quantitative & Qualitative data analysis from data base containing open ended & closed ended questionnaires, Preparing Outcome evaluation report & shared with Donor.
Conducting pre, mid, end & post survey for evaluation depending on duration of grant.
Initiate and facilitate activities concerning knowledge & information management in support of program teams with local partners to strengthen the effectiveness and evaluation of program and lessons learned
Office administration. Timely Payments of Utility bills, Hotel Bills, Service providing companies’ bills. Petty cash Management and adjustment.
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Degree Year Board/University