Admin/Logistics Coordinator
Qatar Charity
Total years of experience :18 years, 4 Months
Ensure that proper financial/procurement procedures and systems are followed and maintained for all activities in the field site.
Ensure compliance with the financial policies and guidelines of QC.
Monitor and ensure compliance with internal controls in Pakistan with the support of the Project teams
Ensure compliance with the financial and other requirements of donors
Ensure appropriate logistics support for effective operation of the different project all over the Pakistan.
Liaise with local government and non-government agencies and collaborate with them as appropriate and requested by the project teams
Assisted Programme Support Manager to develop and implement effective administrative systems and procedures. Ensure that relevant policy and procedures documents are applied, reviewed regularly and kept up to date.
Made arrangement of accommodation for visitors from the HQ and extend support to programme staff for partners accommodation
Ensure procurement filing is up to date and all document filed and referenced properly on both the shared office network “O” and hard -copy files.
Ensure the assets register is maintained in line with the organizational policies and procedures include maintenances of the inventory, disposal of assets.
The qualified transport management is ensured in day to day exercise as per ON standards and performance of the vehicle is up to the standard
Produce quality weekly/monthly/quarterly reports and share with line manager within the deadlines
Maintain supplier database and share with staff often.
Manage the tender level procurement (national/international) of construction material.
Develop the database for procurement tracking and stock management.
Review and feedback on the procurement reports from different site offices and follow up with recommendations.
Obtaining comparative prices for locally available goods.
Identification and management of supplier for construction material.
Manage the support staff including procurement officers, warehouse assistants.
Ensure the quality of material at the time of receiving in the field according to specification.
Ensure the proper filing for all the documents related to procurement.
Responsible for drivers and vehicle management.
To ensure that appropriate contract agreement for the office and accommodation are drawn up and signed.
Supply and deliver equipment and materials to required destinations in an efficient and cost effective manner.
To perform and other duties as requested by the Manger related to program needs.
Establish bookkeeping; deal with payments and invoices, cash management and cash security.
Managed the procurement of relief goods, services and works according to the RI procurement policy
Established proper recording and monthly reporting systems of all procurement activities.
Responsible for vehicle management that includes renting/hiring of suitable vehicles, allocation of vehicles, maintain fuel system, driving training and briefing on driving rules and procedures.
To coordinate the daily transportation requirement for programme staff
Responsible for the asset management including tracking and registration of assets.
Managed the central and site warehouses, ensured the security and safety of stocks and proper stock control systems are in place.
Handled petty cash and responsible for all accounting documents
Acted as lead person on warehouse management and transportation of relief goods.
Compiled regular stock reports and stock reconciliation and ensured that discrepancies in stock levels reported to line manger.
Established & maintained vehicle fleet management routines.
Managed the Vehicles effectively by allocating the vehicle to Programme and maintained the daily vehicle movement board, ensued regular maintenance of vehicle to ensure they are safe and roadworthy.
Ensured the proper storage of goods and stocks safely and security.
Ensured that logistics and procurement plans are made for each project.
Staff management including recruitment, capacity building and their performance management.
Ensured the quality of stock items at the time of receiving.
Report to logistic manager on weekly basis of logistics issues/logistics staff performance.
2.46 CGPA