JOB DESCRIPTION
JOB TITLE: Logistic & Admin Assistant
LOCATION: Islamabad with field travel
DEPARTMENT: Operations
SALARY: 38,000 to 42,000 PKR monthly
RESPONSIBLE TO: Snr Manager Operations and Emergencies
CONTRACT LENGTH: Fixed term till March 2015.
Background
HelpAge has been active in Pakistan since 1995 working with its Sponsor a Grandparent
programme. In 2005 following the Kashmir earthquake HelpAge increased its activities to
include earthquake affected older people followed by response to the devastating floods in
Khyber Pakhtunkhwa, Punjab and Sindh in 2010, 2011, 2012 and 2013 and ongoing IDPs
crises. Currently, HelpAge International is implementing programs in the areas of
livelihoods, health care and support, and emergency preparedness and response flood
affected population and IDPs with specific focus on older people in Pakistan.
HelpAge International works to ensure that the rights, needs and capabilities of older
people are recognised in all emergency programmes.
JOB PURPOSE
The Logistic & Admin Assistant is responsible for assisting supervisor for delivering an
efficient and effective logistics, administrative and financial service of HelpAge's
Programme in Pakistan.
KEY RESPONSIBILITIES
Procurement & Supply Chain
1. Organise all programme purchases including the ordering of supplies
2. Actively monitor the purchasing process until delivery of the goods and the official
handover of items against signature of receipt.
3. Ensure that the filing system to record and archive all procurements is rigorously
maintained.
4. Ensure the maintenance of a supplier database and develop robust local supplier
relationships to ensure HAI receives the best value for money.
5. Communicate HAI's ethical purchasing policy and business ethics with relevant
personnel.
Warehouse Management
1. Ensure that procured stocks are received, registered, and dispatched in an efficient
and accountable manner.
2. Ensure that the filing system to record and archive all stock movements is
rigorously maintained.
3. Conduct physical stock checks periodically and investigate discrepancies.
Vehicles and other Assets' Management
1. Ensure that transport management systems for all programme locations are in place
including the organisation and scheduling of all transport used by HAI staff,
including flights, and the control and monitoring of vehicle and fuel usage.
2. Ensure communication systems are properly functioning and that computers are
maintained
3. Ensure that up-to-date inventories and asset registers are compiled and maintained.
4. Ensure that Asset are insured and issued to individual and all documentation
completed.
5. Ensure the proper functioning of HelpAge' office and staff accommodation.
Office Management
1. To establish an office, ensuring necessary systems and routines are in place, filing is
properly maintained and sufficient stationary and office equipment are available.
2. To organise and maintain the office files/filing systems, the contents of which may be
sensitive, confidential or personal
3. Develop and implement systems and procedures relating to office management,
material and services management.
4. Assure the operation and maintenance of all office equipment liaising with contractors
and service providers to ensure efficient and cost effective serving and repairs of all
equipment in the office.
5. Supervise the support staff and security guards.
Security
1. Contribute to the development, and implementation of HAI's security policies and
processes in Pakistan, in support of the Snr Manager Ops and Emergencies.
2. Monitor the security context and any deterioration in this that could affect
operations and provide information to staff and take advice from SFP as required.
Financial Accounting
1. To maintain effective procedures and systems for financial management and control
in the HelpAge Field office in case of emergency project, ensuring compliance with
legal, HelpAge and donor requirements.
2. To maintain effective accounting systems for the recording of all financial
information in line with HelpAge internal procedures and donor requirements
3. To help managing cash flow, ensuring that regular and accurate transfer requests
are made.
4. Ensuring the correctness of the bank, cash and other reconciliation's of the field
Offices.
5. Ensuring that the organisations internal controls and procedures are properly
applied.
Human Resource
1. Create, regularly update and sort files of national staff documentation–ensuring all
necessary documentation on their files.
2. Ensure all personnel files are well filed and easily retrievable, maintain
confidentiality.
3. Processing & maintain staff insurance claims and all other records.
4. All HR documentation, induction and recruitment support.
PERSON SPECIFICATION
Essential
Master Degree with Minimum 3 years experience working for an international NGO
Experience of accounting procedures, Procurement, HR, Logistic and admin of
international organization.
Knowledge of labour law, tax policies in-country
Good organisational and planning skills to manage job workload and work to
deadlines.
Good analytical skills and the ability to think logically.
Good attention to detail and high levels of accuracy.
High computer literacy; proficient in Excel and Word and preferably advanced
computer skills in database
Disclaimer Clause: This job description is not an exhaustive list of the skill, effort, duties,
and responsibilities associated with the position.