Administration Officer

I.     Scope of Work:

The Admin Officer will be responsible for a variety of administrative tasks, including office management, facilities management, travel arrangements, procurement, and general office support. This may include managing office supplies, maintaining office equipment, coordinating travel and accommodations, processing invoices, and providing support to staff on administrative matters. The Admin Officer will work closely with other departments to ensure efficient and effective office operations.

II.      Roles & Responsibilities:

• Provide support for Admin and Logistic functions and fulfilling needs of the SoLF team.
• Ensure that all inventory records are updated on periodic basis and share updated information to relevant staff on timely basis.
• Assist team to fill requisition and claims and guide when required.
• Update and maintain vendors record and review on quarterly basis.
• Follow approved procurement policies, SOP and guidelines including procurement process.
• Initiate and accomplish procurement process per SoLF policy- Screening, Prequalification and selection of vendors, preparation and finalization and circulation of RFQs, quotations, bids and comparative statements for review of the procurement committee and issuance of purchase order.
• Ensure procurement tracking/process sheet is maintained on Google Drive.
• Ensure that all procurement related documents shared on Drive and same link shared with Finance with Invoices and other documents for payment.  
• Update and maintain invoice details, share Invoice tracking sheet with Finance and upload the same on drive.
• Co-ordinate with Rent a Car Company, Travel Agent and Hotels for arrangement for staff airfare, Lodging, Visa processing and vehicle rental as per SoLF Procurement and S&S guideline.
• Follow-up with vendors for timely submission of invoices and submit the same with Finance with proper documentation for payment. Share wire confirmation with invoice details with vendors as payment confirmation.
• Support Finance and Admin Manager for comply S&S policy, SOP, guidelines.
• Mentor/Guide team to provide logistic support and other Office maintenance such as inventory and record keeping and maintenance.
• Ensure that office have functional biometric system in place and all staff have identification cards.
• Review and ensure completion of Handing taking over for any outgoing staff and sign off  
• Other duties as assigned by the direct supervisor/MD.

Key Skills and Qualifications

• Bachelor’s degree in business management/supply chain proven experience for Managing procurement, Admin and Logistic task.
• 2+ years of working experience in admin, logistics management or related professional work.
• Previous working experience with any NGO is required
• Be highly organized and have a demonstrated ability to plan strategically, prioritize time, and manage implementation of plans in fast-moving, changeable environments.

Key Skills and Qualifications

• Bachelor’s degree in business management/supply chain proven experience for Managing procurement, Admin and Logistic task.
• 2+ years of working experience in admin, logistics management or related professional work.
• Previous working experience with any NGO is required.
• Be highly organized and have a demonstrated ability to plan strategically, prioritize time, and manage implementation of plans in fast-moving, changeable environments.

Competencies

• Have complete discretion when needed.
• Be a technophile and self-starter and driven.
• Ability to quickly establish credibility with team and across the organization and build relationships with diverse audiences.
• Take pride in concise, effective written and oral communication.
•  Ability and willing to travel in the field- 25%, when required with supervisors/MD’s approval.

III.        Prevention of sexual exploitation and abuse:

The Contractor affirms their understanding and acknowledgment of SoLF's unwavering commitment to preventing Sexual Exploitation and Abuse (PSEA). The organization maintains a zero-tolerance policy towards any act of SEA. In the event that a Contractor is found to have committed such an act, disciplinary action will be initiated immediately. Disciplinary measures may include a warning, demotion, or, in severe cases, immediate termination of the employment contract. This action is taken in strict accordance with the PSEA policy, which the Employee is expected to have read and understood. SoLF emphasizes the gravity of upholding ethical standards to ensure a safe and respectful working environment for all.