HR And Administration Officer
Associates In Developments
Total years of experience :9 years, 2 Months
Provide overall logistics and administrative support for the smooth functioning of project activities.
Serves as a provincial reference point for all administrative needs or questions
Coordinate workshop/training events as required, including hotel liaison, invitations, travel arrangements, supplies & materials, equipment hire, and providing point of contact support for participants at events.
Make travel and accommodation arrangements for project personnel.
Arrange payment of utility and other routine bills and maintain a track record of all these payments.
Maintain local suppliers list both for routine and emergency supplies and conduct regular market surveys and update the list.
Support/carryout procurement process as per Jhpiego/Donor policies and procedures and Forward the invoices/bills to Finance department for payment after verification and maintain keep a record of paid invoices in hard/soft.
Maintain inventory database for assets and office supplies and conduct periodic inventory checks. Submit inventory reconciliation reports to management on regular basis.
Check vehicle log books and vehicle conditions on regular basis.
Maintain a proper/efficient filing system of the office to ensure the smooth running of the operations and maintain a repository of all logistics and administrative documents and their security.
Support program team in formatting and designing documents for printing upon request from the program team.
Keep a proper record and provide goods/supplies status report to concerned program lead and supervisor on as and when required basis.
Supervise Admin staff (i.e. Office Assistants, Office Attendants, Drivers, etc.) by monitoring the performance of supervisee staff and give regular feedback to staff members and document corrective actions; Complete the annual performance appraisal, regular mentoring, and coaching of supervisees.
Manage office petty cash and ensure proper documentation is completed for reconciliation as per policy.
Perform other duties, as needed or requested
Ensure that field office/partner's offices are provided with necessary admin and logistic support for smooth project activities to achieve project targets.
Supervise admin team to tracking of inventory stock and reports with the supervisor;
Track and update consumable office supplies (Tea arrangements, toiletries, and others);
Manage the office petty cash and ensure that proper documentation is completed for reconciliation.
Supervise Admin team i, e. Office Assistants, Front Desk Officer office boy derivers etc.
Seclude driver’s field visit and share the program team accordingly
Conduct performance appraisal of all staff and give regular feedback to the staff members.
Update and Prepare staff leave, performance plan, duty rosters,
Ensure the development of the procurement plan for every project, in close coordination with the Operations Coordinator, taking into consideration project constraints, donors & HAI procurement.
Coordinate procurement with Approved amount with field offices program and logistics staff. Anticipate procurement risks such as tender failure, delivery planning, seasonality, budget restrictions
Handling and addressing queries related to procurement and logistics. Facilitating Coordinator operations for all kind of activities under logistics and procurement. And
Discuses major risks identified during field visits in every weekly meeting.
Maintain framework contracts for running supplies/services/works in alignment with HAI procurement guidelines; ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc
Special consideration give for value for money principle throughout the procurement process by implementing sound suppliers/service providers/contractors offers comparison, physical quality check, search for the best prices.
Efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in HAI procurement and logistics manual (tender documents, contracts, quotations, etc.)Stocks & deliveries.
Identify warehouses/storage space based on needs in the area, with a strategic view of flows & interconnections between locations & HAI offices in coordination with the Coordinator . Ensure premises are furnished, made secure for use, and maintained.
Random checks during field visits as well as among est daily management tasks to check overall trace ability of items.Ensure timely, cost efficient & transparent transversal logistical management in the area (taking into account logistics activities in the area as a support to other areas if any.
Ensure that HAI stocks & delivery guidelines are applied in the area at all times maintain and disseminate a monthly stock report for every project ans share with Coordinator.
Review & implement an efficient maintenance strategy in the area in alignment of the country maintenance strategy in terms of operations as well as in terms of costs.Handle market surveys of maintenance facilities, genuine spare parts market, develop practical tools to anticipate vehicles availability
Facilitating and ensuring documentation for the contracts and agreements with service providers as per the policies and procedures of the organization.
Ensure proper collection of quotations/bids from vendors for supplies and services
Ensure technical revaluation of the bids/quotations and prepare comparative statements as per the directives of procurement committee.
Receipt of goods/materials from vendors and Handing over to the end users i-e. Program team after inventory tagging
Assess and check the availability of office supplies and ensure its timely availability
Keep an eye view on the vehicles log book, prepared Monthly fuel consumption reports and ensure that it is properly maintained.
Develop and maintain database of all vendors and service providers
Responsible for all the Procurement during project cycle considering the time frame and budget allocated.
Ensure the compliance as per organization's policy and guidelines.
Responsible for all logistics including travel arrangements, issuance of tickets. accommodation and distribution of procured items.
Coordination with logistics staff at the field office to ensure the smooth operations.
Identify & arrange contractual terms of premises (offices, guesthouses & warehouses basedon geographical, operational, security, and financial criteria, in close liaison with the Coordinator
Providing tax deduction certificates to vendors/suppliers as per request.
Anticipate vehicles allocations, purchase or rental based on program & transverse needs in the area; liaise with the coordinator to anticipate budgets accordingly;
Fleet & transportation management,
Responsible in carrying out the day-to-day duties in the front desk reception
Ensure the front office/reception area is presentable as per company standards at all times
Greet and welcome guests, direct them to the appropriately
Answer, screen and direct phone calls
Book, schedule and coordinate meeting rooms
Receive, sort and distribute daily mail/deliveries.
Prepare couriers
Maintain office security by following safety procedures and controlling access via the reception desk.
Meeting room bookings
Organize meeting lunches
Act as the point of contact for internal and external clients
Complete a varied range of administrative tasks as requested
Order office supplies and stationery, keep inventory of stock.
Perform admin duties such as e-filing, filing, photocopying, scanning…
Provide assistance to staff with administrative duties as needed
Arrange delivery and pick-up for all business-related documents and maintain accurate record for each transaction
Assist line Manager and handle administrative requests and queries from senior managers (i.e. expenses, claims…)
Assist in the preparation of scheduled events
Maintain and update vendors list/ contact list
Assist C level with travel arrangements
Provide general support to visitors
Masters in Business Administration and Management along with professional certification in Supply Chain Management