Procures and manages office supplies such as stationery, cleaning material and catering supplies.
Documented files and organized archives on operations: ledgers, requisition orders, release orders, stock/bin cards, stock reports, loss adjustment reports, physical inventory.
Receives inventory and provides timely, accurate stock and inventory reports including equipment tracking reports for management information and donor reporting purposes.
Plans and provides all transportation services such as travel arrangement, Vehicle field plan.

Enter Description

Job Description:
A.    Supply Chain & Procurement
 

Plan and procure all type of procurement.
Generates and updates the list of preferred suppliers; orders and prepares contracts, procures items from local suppliers or elsewhere as appropriate.
Procures and manages office supplies such as stationery, cleaning material and catering supplies.
Documented files and organized archives on operations: ledgers, requisition orders, release orders, stock/bin cards, stock reports, loss adjustment reports, physical inventory.
Receives inventory and provides timely, accurate stock and inventory reports including equipment tracking reports for management information and donor reporting purposes.
RTP assets are received, coded, and registered in the assets register and ensures disposal of RTP assets are carried out according to existing policies and specific donor rules.
Manages relationship with venders, suppliers, and contractors to facilitate flow of services.

B.    Building Management
§   Maintains all office buildings and provision of utilities, highlights facilities and maintenance needs and coordinates with services providers.
§   Ensures servicing of generators and monitor fuel consumption.
§   Follows up on leases for all RTP buildings
C.  Fleet management and office support

Plans and coordinates the procurement of equipment and motor vehicle spare parts.
Ensures that daily and weekly vehicle and stand-by generator inspections are performed and that regular servicing is carried out.
Facilitates the repair or recovery of vehicle and generator breakdowns when required, including repair/recovery outside of working hours; follows up on periodic services of the vehicles.
Ensures the annual inspection of vehicles as per the procedure of the country.
Prepares quarterly and annual reports on the vehicle performance i.e. mileage covered and the unit and total cost incurred for each vehicle.
Plans and provides all transportation services such as travel arrangement, booking and ticketing, visa applications, vaccinations, hotel and taxi booking, travel allowances and expense claims for programme team as well as other RTP staff in line with the stipulated transport request procedures.
Follows up with staff members regarding safety issues to ensure RTP standard regulations and security are followed and properly implemented.
Follows up with IT provider for maintenance of office computers.

D.  Conference and events management

Assists with negotiations for space contracts and books event space, arranges food and beverage, orders supplies and audio visual equipment, makes travel arrangements, orders event signs, and ensures appropriate décor to meet the quality expectations of the event.
Conducts research, makes site visits and finds resources to help staff make decisions about event possibilities.
Keeps track of event finances including check requests, invoicing, and reporting.

       E. Team management

Supervises and monitors all drivers in their daily duties such as daily vehicle inspections, preventative maintenance reporting, logbooks, cleaning of vehicles and adherence to safety.
Ensures that the direct reporting team are familiar with their roles and responsibilities within their individual job profiles and provides all coaching and support to build their capacity.
Carries out the performance appraisal of the direct reporting team.

Supervising materials and goods orders and dispatch in order to ensure its rational use.
Receiving orders and deliveries, identifying and reporting potential discrepancies against cargo manifest or others. Stores materials in accordance with the system in force in order to ensure continuous availability.
Updating and/or creating stock cards for all stock items immediately after reception of goods.
Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
Monitoring the store temperature and ensuring Cold Chain items are stored in an adequate temperature. Keeping a special control of “sensitive” goods: numbers of lots, expiry dates, packaging and special storage conditions
Preparing orders on time before sending goods, and packs (according to transport means) weighs and labels freight with corresponding shipping number, destination, number of shipping units, way bill number, weight and mode of transport in accordance with the line manager’s instructions.
In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarms thresholds, stock out and expiry dates.

A.    Procurement and supply chain management

 Plan for all project procurement with relevant project manager and Coordination
 Manage and coordinate the entire procurement and supply chain
 Reinforce current procedures and the quality of ACTED internal control, based on ACTED guidelines, donor requirements and results of internal and external audits
 Ensure information flow with other departments and sub office for effective service delivery thus securing the successful conclusion of the programs
 Account for overall compliance with ACTED procurement procedures.

B.    Stock Management

Account for all program and non-program inventories in the office and sub office bases
Manage the In and Out processes of the stock in warehouse and ensure the proper implementation of these processes in the Area office
Ensure overall compliance with the stock management procedures.

C.    Assets and Property Management (including premises)

Ensure the safety and effective use of all ACTED assets and property in the office and sub bases
Ensure the maintenance and repairs of assets and property
Keep the assets file updated with all necessary documents (vouchers, technical manuals, repair docs)
Account for the overall compliance with assets, property and premises management procedures

D.    Fleet and Fuel Management

Ensure proper utilization, maintenance and follow up of the ACTED vehicles
Control and manage the cost of the fleet (fuel, maintenance and repairs)
Accounts for the overall compliance with the fleet management procedures
Vehicles allocate on weekly basis for field
Proper follow up of Log Book filling, distance check and fuelling
Monthly submit to finance Vehicle rent, Vehicle fuel
Monthly submit to Country office all reports

E.    Security Management

Project / Office Premises NOC Process from district administration
Ensure security of office premises, Guest House and Warehouse
Monthly follow up of security  Equipment (Fire extinguisher, CCTV Camera and file alarm
As per situation Quarterly/ Monthly Guard refresher
Food Items / Non Food items Distribution Plan Develop with Program Manager / district administration (If needed) for security.
Vehicle inspection (Organizational & Rental) on Monthly basis.
Maintain and update monthly Guard roaster of Office, Guest House, Warehouse and Parking area

F.     Filing and Reporting

Comply with all the reporting requirements from Coordination and Country Logistics
Present the monthly reports as required according to ACTED guidelines
Make sure that the FLAT files are updated and well documented

A.    Procurement and supply chain management

Plan for all project procurement with relevant project manager and Coordination
Manage and coordinate the entire procurement and supply chain
Reinforce current procedures and the quality of ACTED internal control, based on ACTED guidelines, donor requirements and results of internal and external audits
Ensure information flow with other departments and sub office for effective service delivery thus securing the successful conclusion of the programs
Account for overall compliance with ACTED procurement procedures.

 
B.    Stock Management

Account for all program and non-program inventories in the office and sub office bases
Manage the In and Out processes of the stock in warehouse and ensure the proper implementation of these processes in the Area office
Ensure overall compliance with the stock management procedures.

  
 C.    Assets and Property Management (including premises)

Ensure the safety and effective use of all ACTED assets and property in the office and sub bases
Ensure the maintenance and repairs of assets and property
Keep the assets file updated with all necessary documents (vouchers, technical manuals, repair docs)
Account for the overall compliance with assets, property and premises management procedures

D.    Fleet and Fuel Management

Ensure proper utilization, maintenance and follow up of the ACTED vehicles
Control and manage the cost of the fleet (fuel, maintenance and repairs)
Accounts for the overall compliance with the fleet management procedures
Vehicles allocate on weekly basis for field
Proper follow up of Log Book filling, distance check and fuelling
Monthly submit to finance Vehicle rent, Vehicle fuel
Monthly submit to Country office all reports


E.    Security Management

Project / Office Premises NOC Process from district administration
Ensure security of office premises, Guest House and Warehouse
Monthly follow up of security  Equipment (Fire extinguisher, CCTV Camera and file alarm
As per situation Quarterly/ Monthly Guard refresher
Food Items / Non Food items Distribution Plan Develop with Program Manager / district administration (If needed) for security.
Vehicle inspection (Organizational & Rental) on Monthly basis.
Maintain and update monthly Guard roaster of Office, Guest House, Warehouse and Parking area


 F.     Filing and Reporting

Comply with all the reporting requirements from Coordination and Country Logistics
Present the monthly reports as required according to ACTED guidelines
Make sure that the FLAT files are updated and well documented

Job Description: General Administration:

Event planning and coordination – support program staff during workshops and events (local, internal and external – e.g. meetings with other teams, partners training and staff training)
Coordinate office equipment/supplies by ensuring that all the equipment in the office are working and reporting any malfunctions/repairs/changes to be made
Maintain general office equipment tracker and regularly evaluate equipment
Disseminate formal communications to staff as directed by Line Manager
Take minutes of the weekly staff meeting as directed by the Line Manager
Prepare meeting agendas, minute taking, tracking actions and key dates and organizing events, meetings/workshop logistics e.g. booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good time
Provide support to the Humanitarian Team Leader including diary and inbox management, arranging meetings, dealing with enquiries as requested
Carry out the filing of relevant materials and documents
Supervises Office Assistants to ensure office premises/guesthouses and environs are clean
Ensure required cleaning items and toiletries are always available
Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required
Process monthly communication allowance recharge for all staff
Perform other duties and responsibilities as assigned by Line Manager
Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.

 
Warehouse Management:

Assist in managing stationery items and consumable stores effectively and efficiently
Receive requisition and provides supplies to concerned staff
Issue out and support with requested items for training/workshop/meeting for the Program based on filled training form

 Travel Arrangement:

Coordinate all support requests from program team members/visiting staff for local flight and hotel booking
Liaise with the required hotel facilities to find the best options available and ensure value for money
Assist in local flight booking arrangements for the team
Process payment of travel agencies invoices.

Other Responsibilities:

Manages the Admin Department’s Petty cash
Ensure that the minimum standards of humanitarian relief are maintained in accordance with the Sphere charter and Red Cross Code of Conduct.
Maintain hard copy filing system
Supervise and logistical support to the NSC Center.
Prepare and modify documents including correspondence, reports, drafts, memos and emails
Water, hygiene and sanitation support.

Job Description:

Maintain record of distribution material for stoves making.
Distribution of Goat for selected beneficiaries
Maintain warehouse inward and out ward record.
Organize the storage and distribution of Agriculture inputs.
Maintain and update HR record.
Organized the different capacity building training like as Gender Awareness Session, Farmer Field School and organization management.
Transportation, stock control, warehousing and ensuring proper Documentation
Plan and manage the movement of Vehicles systematically.

Receiving of Items, raw material etc
Storage of Material and maintenance of record
Dispatching of items and materials
Record keeping for Company Vehicles
Register maintenance (Time in and Time out)
Security arrangements (Fire extinguisher and guards monitoring)