Admin & Logistic Officer

Job Title: Admin & Logistic Officer

Location: Project Office, Sukkur

Department: Administration &Logistics

Contract Length: till August 2024

Report to: Project Coordinator

Context

Community Development Foundation CDF is a not-for-profithumanitarian and development organization based at JacobabadSindh. CDF is registered in Sindh and Baluchistan under the voluntary social welfare agencies Registration and Control Act of 1961.

CDF is seeking applications for the finalization of suitable candidate for admin and logistics position in our Flood Anticipatory Project in District Sukkur, Sindh. This position is contingent upon the activation of flood triggers. We are committed to implementing proactive measures to mitigate the impacts of flooding and support affected communities through effective and timely interventions.

Job duties and responsibilities:

This position is responsible for the following tasks:

Admin Responsibility:

• Oversee the development, maintenance, and repair of offices and buildings.
• Develop and oversee the maintenance of an efficient filing system for the administration.
• Oversee the systems for and record keeping of incoming and outgoing correspondence atthe field office level.
• Support the project activities and ensure project staff requirements are timely.
• Assist supervisor in arranging admin-related issues for staff
• Share ideas to improve overall admin function.
• Arrangements for indoor or outdoor meetings/conferences
• Any other task assigned by the Supervisor/Sr. Management.

Logistic Responsibility:

• Maintain proper logistic stock and maintenance of logistical equipment and materials.
• Develop and implement an appropriate plan for general logistical requirements (incentives, stationary, cleaning, materials, equipment, etc.).
• Timely response to specific requests from the program departments for logistical support for training, workshops, and other events.
• Assess quantity and quality of logistics materials purchased.
• Managing and tracking all vehicles on the fleet, including movement planning, day-to-day allocation, logbook control, reporting, rental contracts, staff (driver) management, duty drivers and driver shifts, and the monitoring of fuel consumption
• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issues, and recording all asset movements and disposals
• Managing all contracts and leases. Proactive reporting on a regular basis to monitor all aspects of office administration.

SAFEGUARDING RESPONSIBILITIES

• Preventing harm and abuse from our people, operations, and programs to anyone that encounters our work
• Report all safeguarding incidents they see, hear, hear about or suspect, using our internal reporting mechanism
• Complying with all safeguarding framework policies and practices
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.
• Reducing the risk of harm and abuse in the field
• Involving communities in the design of programs and complaint response mechanisms, be responsible for implementation and review
• Attending specialist field training on safeguarding as required
• Maintaining maps of support services for survivors
• Receiving and responding to complainants/survivors and ensuring that no further harm is done, following a survivor-centered approach, using the principles of psychological first aid, and signposting to relevant local services as needed
• Reporting all safeguarding incidents, they become aware of

Competencies

Administrative Competencies:

• Office Management: Ability to manage day-to-day office operations, including maintaining office supplies, records, and equipment.
• Communication: Excellent verbal and written communication skills to effectively interact with colleagues, management, and external stakeholders.
• Time Management: Ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Organizational Skills: Strong organizational skills to maintain accurate records, files, and databases.
• Problem-Solving: Ability to analyze problems and develop effective solutions.

Logistical Competencies:

• Supply Chain Management: Ability to procure, store, and distribute goods and services efficiently.
• Transportation Management: Knowledge of transportation systems and ability to coordinate logistics effectively.
• Inventory Management: Ability to manage inventory levels, track supplies, and optimize storage space.
• Budgeting: Ability to manage logistics budgets and make cost-effective decisions.
• Coordination: Ability to coordinate with vendors, suppliers, and other stakeholders to ensure smooth logistics operations.

Soft Skills:

• Teamwork: Ability to work collaboratively with colleagues and support teams.
• Adaptability: Ability to adapt to changing circumstances and priorities.
• Attention to Detail: Strong attention to detail to ensure accuracy and quality in work.
• Service: Excellent service skills to effectively interact with internal and external customers.
• Continuous Learning: Commitment to ongoing learning and professional development.

Confidentiality:

• Keep all documents and information related to CDF program activities, personnel, and development plans confidential.
• Adhere to CDF principles of confidentiality is relations with staff partners, vendors, and other stakeholders. Report to the management potential irregularities or any misbehavior that occurs.

Key Working Relationships:

Internal:Finance Manager, Head of Program Chief Executive Officer, Program Coordinator, all program staff.

External:Banks, Venders, and consultants

Required Qualification:

• BBA/B. Com or equivalent qualification with at least 2 years of relevant experience,
• Have at least 2 years of experience in Emergency & Relief projects, particularly in Admin & Finance departments
• Ideal candidate should have a background of working with national & International organizations.

Personal Skills:

• Computer Literate (Word, Excel, PowerPoint, Outlook, Internet)
• Excellent communication and presentation skills
• Proactive and self-motivated approach to work, with an enthusiasm for learning and openness to adapting
• Strong analytical ability, especially related to problem-solving and system development

Preferred:

We are committed to creating an inclusive working environment, promoting and providing equal opportunities, and respecting diversity in employment. We welcome applications from all suitably qualified individuals regardless of their age, disability, gender reassignment, marriage, and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Local candidates will be given preference. We encourage and facilitate a flexible working environment.

Disclaimer: We are pleased to announce the roster positions for the Localized Mult hazard Anticipatory Action 2024 project in District Sukkur. Please be advised that the finalization of these positions is subject to the activation of flood triggers and will be confirmed upon trigger activation

Apply By:

Interested candidates with relevant qualifications and experience can apply to[email protected]before 20th July 2024.