Administrative Assiatant
Mercy Corps
Total years of experience :16 years, 6 Months
Administration:
- Ensuring that offices are maintained and stocked with all kitchen and stationary items needed (to include filling the monthly stationary lists).
- Collecting time sheets from field based staff/other laborers and ensuring those are facilitated to Beirut by the final day of the month.
- Other office tasks (i.e. making copies, etc.) as assigned.
- Working in conjunction with Beirut based operational staff to ensure field based supplier checks are delivered in a timely fashion
- Collecting quotations from field suppliers.
- Receiving goods in the field and ensuring goods received notes are signed by suppliers.
- Procurement of necessary office items and other supplies to be procured on site as per Mercy Corps procedures and standards.
Fleet Management:
- Assist the Logistics officer with the vehicle fleet management.
- Assist the Logistic Officer to assess all drivers’ skills and conduct Driver’s trainings.
- Ensure that all vehicles have log books, and that all drivers or staff with driving privileges are filling them every journey.
-Maintain administrative vehicle files for each vehicle.
- Monthly compilation of vehicle log-sheets.
- Scheduling and management of drivers.
- Schedule vehicle use to meet programmatic and operational needs.
Asset Management:
- Assist the Logistics officer with the equipment and stock management.
- Perform a quarterly physical asset check with the Logistics Officer, print updated asset register, sign and file.
- Record any damages or faulty items and arrange to have the fixed if possible/cost effective.
Warehouse:
- Assist in the organization and supervision of the Warehouse casual laborers and pick-up drivers
- Monitor the receipt, storage, loading and dispatch of stocked/goods to MC warehouses and that they conform to the specifications as ordered on the original PR.
- Maintaining MC warehouse documentation in an orderly and systematic filing system.
- Provide administrative support to ensure that operations are maintainer in an effective and accurate manner.
- prepare and modify documents including correspondence, reports, drafts, memos and emails.
- Maintain office files
- Maintain confidential records and files
- Perform data entry and scanning documents
- Follow up on new sales orders in coordination with Purchasing Manager, to decide on new items to be purchased and quantities.
- Coordination with suppliers on launching new offers and discounts, and raising a summary to Purchasing Manager to approve on new order.
- Negotiation with foreign suppliers on prices, offers, discounts, payment terms and others in coordination with purchasing manager. Also follow up with suppliers for daily docs (inspection, tracking, collecting shipping documents.
- Follow up on shipping documents from purchase order till arrival of goods like commercial, invoice, packing list.
- Preparation of documents for Import file for all shipments with all necessary details, with a daily follow up on shipment tracking
Booking of fob orders with follow up with forwarder and supplier.
- Attends to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures and monitoring day to day operations of the functional area to which assigned.
- Keeping complete track of warehouse consumables like stationary, security tags, masking tapes, pantry items and send requisition to the head office on monthly bases.
- Issue all consumable items to warehouse staff as per approved requisition.
- Handel warehouse petty cash and reimburse expenses to staff after taking necessary approval.
- Send petty cash reimbursement to head office with all supporting vouchers on regular basis.
- Keep complete track of equipments (Transpallet, Fans, PDT's) issued to each warehouse team and report to warehouse manager.
- Make sure warehouse timing are followed by all warehouse staff and report to warehouse manager in case any staff is not complying with warehouse timing.
- Monitor on daily bases the attendance of all warehouse staff and inform head office on missing attendance.
- Keep attendance of outside resources like security guards and cleaners and inform head office on regular basis.
- Keep complete track of vehicles registration, insurance, and oil change,
- Update system with daily deliveries of each vehicle and provide report to warehouse manager on regular basis.
- Keep complete track of shopping bags for each concept and provide stock report to marketing team, concept manager, warehouse supervisor, and warehouse manager on weekly basis.
- Co-ordinate with concerned department for all maintenance jobs of warehouse and get the job done in timely manner.
- Fill applications for new employees with coordination with HR department.
- Coordinate with HR department on all matters related to employee's overtime employee's leaves.
- Handle pity cash and bank accounts.
- Maintain AR/AP.
- Prepare Estimates, Invoices and Credit Notes.
- Order local and foreign Material.
- Assist in the production process.
- Help clients in choosing that best suites their inquiries.
- Illustrate and draw designs to make agreements about the project.
- Design and maintain company's website.
- Correspond to received emails and faxes.
- Giving private lessons to a seven years old kid.
- Assist in all operations
- Purchasing all needed material
- Assisting the Chef in cooking Ramadan Meals.
- Generating Receipts and handle pity cash.
- Contact all shipping companies in order to get the best shipping price.
- Gather all needed information about the shipment and books it.
- Collect all of the products invoices for preparing the Bayan.
- Prepare Performa Invoices, and Invoices.
- Track shipments.
- Assist in all accounting procedures.
