Log/Admin Assistant 74 views0 applications

IR/INT/EXT/VN/021.20

November 27, 2020

Post title:                  Log/Admin Assistant

Report to:                 Senior Project Officer

Duty Station:            Oromia Regional State, Chiro

Required:                  One

Salary:                       As per the organization scale

Duration:                  Six Months with possible extension

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Hargelle, Elkere, Bare, Dekasuftu, Jigjiga, Afar Regional State; Ewa & Gulina, Oromia Regional State, Chiro and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us

General Responsibilities:

Under the direct supervision of the Senior Project Officer, the incumbent will manage the processes involved in procurement, personnel activities, warehousing, fleet and ensuring structures are in place to monitor the flow of goods and materials. S/he coordinates utilization of vehicles, creates routes, supervises drivers and coordinates routine maintenance. Besides, s/he is responsible for managing the provision of clerical, typing, cleaning, security, reception, and other support services for a group of staff in an office or unit or the entire organization.

Key Responsibilities:

Administration Issues

• Manage personnel activities at FO level and advice the concerned.
• Prepare staff annual leave plan,  make ready replacements for staff going for leave in advance when applicable and help employees to go to leave as per their plan; Maintain up-to-date record of annual leave and other leaves;
• Ensures that request for annual staff appraisal is sent before the year ends, follow up on timely submission of the appraisals so that employee’s contracts will be renewed or terminated at the beginning of the next budget year; and Coordinates and supervises the compilation of work performance reports of project area offices in IR.

Vehicle Management

• Ensure timely availability of vehicle for the office need, maintaining the quality, cost as per the standard checklists developed and staff vehicle request are well-organized and coordinated.
• Ensure the adherence of the IR vehicle management policy, driver rules and regulation are maintained, vehicle service time and maintenance schedules are followed.
• Ensures that IRE vehicles are properly maintained through either contracted private services or qualified agency employees.
• Ensures that IRE vehicles are used for official business; carry only authorized personal and no use of vehicles after-work hours.
• Ensure the maintenance of history jackets of vehicles as per the check list; follow up for its regular update.
• Ensure the annual inspection of vehicles, secure insurance coverage; ensure the availability of IR logo on the vehicles and on rented vehicles.
• Provide/facilitate logistical support for staff travel arrangements during internal and external travel.
• Monitor the flow of supplies delivery to the field offices from the country office in Addis Ababa.
• Supervises and support the work of Drivers working the project offices.
• Implement vehicle management manual and propose noble and cost-effective ideas;
• Review vehicle log sheet, periodical servicing vehicle at CO & Project Offices, produce monthly fuel consumption report. 

Store Management

• Maintaining official purchase orders after receiving & verifying purchase requisitions, obtaining authorized signatures and certification for accuracy.
• Follow up Purchase Orders, ensure that orders have been received and that delivery is as specification. Examine condition of items received informing the defective items.
• Ensures that adequate and suitable storage space is available for incoming commodities/goods, warehousing, trucking fleets.
• Ensures that proper and up-to-date inventory of all incoming and outgoing commodities/goods is maintained.
• Ensure activities meet with and integrate with Islamic Relief’s requirements for quality management, health and safety, legal stipulations, environmental policies and to be sensitive and understanding to the Islamic Faith & Culture.
• Ensuring that the purchase request & receipts are in the same order, regularly update store using bin cards; prepare dispatch notes, ensure the return of the dispatch notes,
• Ensure the inventory records are update upon the arrival of new asset and report to the Senior Project Officer; ensure the completeness of the store records, periodically monitoring the store movements.
• Ensure that office equipment & furniture aren’t moved from place to place; make follow up; assist in ensuring custodianship of fixed asset per each staff

 Reporting

• Compiles periodic, procurement data, store inventory, logistics support report maintaining with required quality and supports periodic asset inventory.
• Produces periodic monthly, quarterly and annual reports as well as other reports on HR maters.
• Perform other duties as required by the office.

Qualification and Person Specification

• Bachelor’s degree or Diploma in Management, Supply Management, Business Administration or related fields with at least 3 years or 4 years work experience respectively and preferably in the NGO sectors.
• Strategic thinker – proven ability to translate strategic plans into action
• Decisiveness with excellent judgment
• Excellent interpersonal skills – builds good relationships with internal and external stakeholders
• Excellent spoken and written English languages; and local language (Oromiffa) is advantages
• Able to plan, prioritize and organize self and others
• Demonstrated ability to lead a team
• Ability to manage a complex and demanding workload with flexible behavior
• Must have high ethical standards and Able to plan, prioritize and organize self and others
• Commitment to humanitarian principles and action
• Competence in MS Office