Administrative, Procurement & Logistics Support:

Organize and maintain documents, records, and files.
Schedule meetings, conferences, and appointments for project team members.
Handle incoming and outgoing project-related communications, including emails and phone calls.
Provide general administrative assistance to the project manager and team.
Ensure the appropriate inventory/tagging of office supplies.
Arranging seminars, and workshops, and providing logistics support to the staff.
Supervise and ensure to update fixed assets, kitchen utensils, and stationery store inventories.
Sourcing and engaging reliable suppliers and vendors.
Negotiating with suppliers and vendors to secure advantageous terms.
Building and maintaining long-term relationships with vendors and suppliers.
Approving and ensuring the implementation of office management manual and guidelines and managing internal communication.
Organizational Events management.
Overseeing PMS procurement processes/procedures.
To ensure effective implementation of Procurement policies/thresholds that fall within the defined internal and external standards.
Coordinate the procurement of project-related materials and equipment.
Arrange transportation and accommodations for project team members and visitors.
Track inventory and supplies needed for project operations.
Ensure timely delivery of goods and services to support project activities.
Collaborate with vendors and suppliers to negotiate contracts and pricing.
Supervise the Event Management activities.
Focal Person for Staff Logistics Arrangements, Boarding/Lodging, Accommodation, etc.
Supervise the grocery and toiletries record and purchase when required.
Maintain and oversee the accurate recording of vehicle usage and relevant information in the logbook.
Obtain necessary approvals for vehicle repair and maintenance activities, ensuring timely and cost-effective servicing.
Prepare detailed fuel consumption reports to track and analyze fuel usage, identifying opportunities for optimization.
Ensure all supporting documentation required for fuel bills, such as receipts and invoices, are organized and readily available.
Execute and maintain a weekly checklist to ensure the safety and functionality of all fleet vehicles.
Manage and update the fleet scrap list, documenting vehicles that are no longer in service and coordinating their disposal or repurposing.

Finance, HR & IT Support:

Assist in preparing project budgets and financial forecasts.
Monitor project expenses and track budget allocations.
Process invoices and ensure timely payments to vendors and suppliers.
Help with financial reporting and documentation for project stakeholders.
Collaborate with the finance department to ensure compliance with financial policies and procedures.
Responsible for preparing petty cash-related expenses details in line with Organizational policy and approved by the supervisor monthly.
Assist in the recruitment process by posting job vacancies and coordinating interviews.
Maintain project personnel records and ensure confidentiality of sensitive information.
Coordinate onboarding and orientation for new project team members.
Coordinate off-boarding of the project team leavers.
Help in managing employee timekeeping and attendance records.
Support the HR department in administering HR policies and procedures within the project team.
Basic Knowledge of Windows.
Basic Software Installation and updating.
MS Outlook Configuration.
Installing Printer drivers.

Enter Description

Office and Event ManagementMonitor and maintain office equipment and inventory suppliesVendor Management Dealing with daily admin tasksLook after general procurementPrepare travel arrangements for office staff and managers; overseeing and preparing expense reports and budgetsCoordinate building and maintenance issues Manage renovation related activitiesOrganize special functions and eventsPreparing correspondence, documentation, or presentation materialsManaging agreements (contracts, MOUs, etc.) including extensions, amendments.Undertake word processing, IT based tasks and correspondence Administration/Overall Management Provide personal, organizational and administrative support to staff and the Governing BodyMaintain records of absence/lateness and highlight any concerns to the Director.Reconcile income received, maintenance of records and ensure cash is stored securelyContribute to the overall ethos/work/aims of the departmentComply with policies and procedures relating to student protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person develop constructive relationships and communicate with all staff and other agencies/professionalsParticipate in training and other learning activities and performance development as requiredRecognize own strengths and areas of expertise and use these to advise and support othersManagement of Petty CashEnsure all utility bills are received, checked and paid timely without surchargeAssign cleaning duties to cleaners and check cleanliness of premisesSupervise and coordinate all Core activities related to event management and ensure timely delivery in this regard

Office and Event Management
Managing agreements (contracts, MOUs etc.) including extensions, amendments.
Financial management of assigned events, ensuring accurate quarterly forecasting, quality assuring financial reports and invoices, ensuring reports are linked to verifiable activities reported in narrative reports, processing payments to implementing partners, and supporting audits, where relevant.
Engaging regularly with partners of assigned project, arrange meetings with project partners, attending relevant workshop/meetings
Management of Petty Cash
Cheques deposit and maintain record
Ensure all utility bills are received, checked and paid timely without surcharge
Supervise office, kitchen/refreshment supplies and maintain proper record.
Assign cleaning duties to cleaners and check cleanliness of premises
Prepare time sheets for all support staff and assign overtime duty as and when required
Ensure all event/training/workshop requirements are fulfilled.
Supervise and coordinate all Core activities related to event management and ensure timely delivery in this regard
Coordination with concern unit/ department for the workshops, trainings, seminars and internal pre-announced meetings in connection with, Venue coordination, meal arrangements, accommodation arrangement, and training hall set up Arrangements.
 Inventory and Maintenance
Update the assets record and perform the physical check.
Coordinate with all regions that asset register should be maintained.
Ensure the daily check of "building maintenance checklist", inspection of building according to schedule, preparation of check list and ensure that work has been done
 Logistics and Supply Chain
Supervise and coordinate all activities related to logistics, ensure timely delivery in this regard
Ensures that the Purchase orders are made according to the requirements and proper hard and soft copies are maintained for record.
Ensures that all supporting documents related to Logistics are available in order to process the bills as required by quality management system.
Ensures that all invoices/ bills are timely processed hence receiving of Bills from vendors, keep records of bills received; complete the required documents, for payments.
Revise/develop and implement Standard Operating Procedures for logistics related procedure and policies.
Collect and process the quotation of required supplies.

Stock management procedures (records, filing, and identification).
Manage all stocks (projects, office and general supplies).
Ensure proper identification of all received/issued material (quantity, quality, and delivery).
Physical stock management (organization, cleaning, ventilation).
Follow-up with special attention on expiry date of food, and warns the concerned department two months before expiry date.
Conduct monthly inventory of stocks and ensure that stock cards are created, updated, and are accurate.
Compile monthly inventory/stock report for Log Base.
Prepare all food commodities and shipping documents (Delivery Note, etc.) to be transported to the programs
Ensure safe preparation and loading of food commodities onto transportation vehicles

Ensure the efficient receipt and dispatch of all goods from/to the warehouse(s), supervising the loading/unloading operations.
Ensure all incoming and outgoing supplies are inspected prior to receipt/dispatch.
Ensure that all records are properly maintained for goods received and dispatched, maintains accurate up-to-date inventory of the warehouse including regular physical inventory and to produce regular stock reports.
Ensure that all storage guidelines as well as standard operating procedure provided by the organization are followed
Assess the availability of space in the warehouse to ensure that all goods in the warehouse are properly stacked in compliance with the organization’s procedures.
Respond to queries regarding status of goods in the warehouse and deliveries.
Stock management procedures (records, filing, and identification).
Manage all stocks (projects, office and general supplies).

Stock management procedures (records, filing, and identification).
Manage all stocks (projects, office and general supplies).
Ensure proper identification of all received/issued material (quantity, quality, and delivery).
Physical stock management (organization, cleaning, ventilation).
Follow-up with special attention on expiry date of food, and warns the concerned department two months before expiry date.
Conduct monthly inventory of stocks and ensure that stock cards are created, updated, and are accurate.
Compile monthly inventory/stock report for Log Base.
Prepare all food commodities and shipping documents (Delivery Note, etc.) to be transported to the programs
Ensure safe preparation and loading of food commodities onto transportation vehicles