General Administrative Tasks:
- Ensure effective maintenance and upkeep of the office premises, ensuring cleanliness and functionality of all facilities.
- Manage day-to-day administrative tasks, including correspondence, filing, and record-keeping.
- Coordinate with service providers for utilities and maintenance services.
Procurement Management:
- Conduct procurement processes for goods and services in compliance with CESVI procurement policies and donor regulations.
- Conduct market analysis, identifying potential suppliers and managing the suppliers country database.
- Active and regular search for suppliers and establishment of vendor database, which includes supplier performance information.
- Develop and maintain a procurement plan in coordination with program and operations teams.
- Maintain accurate and complete documentation of all procurement activities
Warehousing and Inventory Management:
- Oversee warehousing operations, ensuring proper storage, labeling, and safekeeping of goods.
- Maintain accurate inventory records, perform periodic stock counts, and generate inventory reports.
- Oversee the issuance and return of assets to/from staff:
- Ensure the efficient distribution of supplies to field sites.
Fleet Management:
- Manage the office fleet, including scheduling and assigning vehicles for program and operational needs.
- Monitor vehicle usage, maintenance schedules, and fuel consumption.
- Ensure vehicles have current and lawful documentation;
- Ensure compliance with CESVI fleet management SOP.
Staff and Security Management:
- Supervise logistics support staff, ensuring clarity of roles and responsibilities.
- Implement and enforce CESVI’s security protocols and procedures.
- Liaise with local authorities and security agencies to ensure the safety and security of staff and assets.
Fuel and Travel Management:
- Monitor and manage fuel supplies for vehicles and generators.
- Arrange travel and accommodation for staff, ensuring cost-effectiveness and compliance with CESVI guidelines.
- Facilitate visa applications and travel permits for staff as needed.
Coordination and Liaison:
- Establish and maintain strong relationships with local authorities, partners, and service providers.
- Provide logistics support and facilitation to program staff to ensure smooth implementation of activities.
IT and Technical Support:
- Provide basic troubleshooting for hardware and software issues in coordination with IT support teams.
- Ensure the efficient use of SharePoint, Microsoft 365, and other office applications.
- Manage email accounts and troubleshoot issues with Microsoft Outlook.
Other Responsibilities:
- Contribute to the development and implementation of logistics policies and procedures.
- Prepare periodic logistics and administrative reports.
- Perform other duties as assigned by the Regional Manager Logistics & Security.
