Administrative and Logistics Technical Assistant

Key Responsibilities

Administration Roles

• Ensure the office complies with all administrative legal requirements, including taxes, government registrations, and licenses within the area of operations.
• Maintain high standards of cleanliness and organization in the office premises to promote a positive working environment.
• Manage tenancy agreements, including tracking expiry dates and notifying relevant occupants in advance.
• Coordinate efficient travel arrangements, including booking flights and hotel accommodations for staff and visitors.
• Contribute to the continuous improvement of the organization’s image by ensuring proper office layout and professional outlook.
• Provide reception services that deliver a warm welcome to visitors and promptly address their needs.
• Monitor and maintain adequate stock of refreshments, cleaning supplies, and materials, ensuring quality and hygiene standards are upheld.
• Oversee timely payment of utility bills and guesthouse rents for all field offices.
• Manage office inventory, equipment, furniture, and fittings, ensuring proper maintenance and functionality.
• Promote awareness of organizational policies and procedures, offering practical guidance to staff and ensuring compliance.
• Ensure office buildings and accommodation facilities are properly maintained, repaired, and kept in order and cleanliness.
• Perform any other duties assigned by the supervisor.

Logistics Support Roles

• Ensure all procurement processes comply with the logistics handbook and donor requirements.
• Prepare RFQs, gather quotations, prepare bid analysis, and upload POs into Agresso systems to seek approvals.
• Draft supplier contracts.
• Receive supplier invoices and submit payments to the finance department accordingly.
• Maintain an updated contract management form.
• Liaise with suppliers to ensure prompt and accurate delivery of goods and services.
• Assist with organizing transport of materials according to procedures in a timely manner.
• Ensure accurate stock and asset lists and reports are sent to the Country Logistics Officer on a timely basis.
• Ensure a proper filing system for procurement documents for easy retrieval and maintain an archive for old documents.
• Facilitate the receiving and dispatching of supplies and project materials to respective field offices on a timely basis.
• Manage office permanent and temporary vehicles for day-to-day movements and prepare payments on time.
• Monitor office generator log sheets, daily fuel consumption, and prepare monthly reports.
• Perform any other duties assigned by the supervisor.