Scope of Work:
Based in the area office in Farah, the Log Admin Assistant (Under the supervision of the Logistic Officer and Admin Officer), participate to the logistics functions (Procurement, facilities, assets, fleet, stock, etc.) in the area, and to support the Administration department with one or more technical aspects of its work (finance, accounting, administrative management, HR) while applying defined procedures and rules.
Duties and Responsibilities:
• Implement routine activities
• Apply instructions, protocols, procedures and deadlines
• Prepare, document and monitor relevant cases
• Save and archive documents
• Write and/or translate documents, memos, reports and letters
• Participate in drafting departmental activity reports
Finance/Accounting
• Cash management for a site: make payments, inventories, anticipate cash requirements, foreign currencies
• Manage advances (payment, monitoring, balance)
• Cash accounting for the site (bookkeeping, SAGA records, check consistency of invoices) Process the mission’s accounting documents (copies, scans, filing, archiving)
• Prepare closing documents
• Report on malfunctions detected (cash accounting errors)
Human Resources (HR)
• Collect and process time sheets
• Create and update physical personnel files and update the personnel database
• Contribute to recruitment (publish offers, send invitations to interviews, compile candidate applications, plan inductions, etc.)
• Monitor leave and absences
• Take part in the preparation of travel schedules
• Contribute to monitoring contracts (end of trial period, changes to contracts, etc.)
• Collect and communicate information required to establish the payroll (leave, overtime, salary advances, etc.) and post-payroll payments (reporting to social agencies, tax authorities, etc.)
• Print and distribute pay slips
Logistics & Supply
Supply & procurement
• Participate to the supply related activities upon request and support the supply unit depending on the workload.
• Participate in the follow up on procurement activities following the logistic department needs.
• Participate in the archiving of procurement documentations both soft and hard copies.
• Participate in the establishment for BoQs for purchases involving rehabilitation and construction works.
Fleet management
• Participate in the supervision of the transport of people to the mission: monitor the vehicle fleet, participate in the establishment.
• Participate in all maintenances for vehicles, generators by ensuring that they are on time based on best procedures.
• Participate in the standard filling system for MdM motorized assets including soft and hard copies
• Ensure all cars are equipped with first aid kits, fire extinguishers, spare tire and emergency toolbox.
• Ensure there is sufficient fuel stock for office generator and maintain the stock when needed.
• Participate in the vehicle movement schedule plan table.
Delivery follow Up / Stock management.
• Participate to completion of procurement folders by ensuring that it has been followed by delivery documents (waybills, packing list and delivery notes).
• Ensure each IN/OUT of goods and materials from stock/WH are documented by Waybills, stock request, stock IN/OUT and recorded in Stock Card and signed by requesters prior delivery.
• Participate in the organization of the transport of goods by appropriate means of transport depending on the constraints on the ground (land, air, sea, rail, inland waterway): consult with forwarding agents, evaluate tenders, selection.
• Ensure the follow up of office and guest house consumable and prepare monthly MR in accordance with the logistic and finance coordination.
General Administration & Reporting
• Travel management (booking air travel, hotels, visas, etc.)
• Manage office supplies and provide reception duties and refer visitors
• Maintain the switchboard
• Update contact lists
• Participate to the logistics reporting mechanism and share reports in due time for the logistic manager or head of logistic to review it.
• Commit to the humanitarian principles of strict humanity, neutrality, impartiality, and independence.
• Maintain the confidentiality of internal MdM materials, procedures, and information and only disclose such with the written approval of management.
• Respect time including to work, meetings, deadlines, and other reasonable requests.
• Maintain a good team spirit amongst staff and colleagues.
• Commit to honest, high-quality work in all aspects of responsibilities.
• Undertake any other tasks as reasonably assigned by supervisors.
