Admin and Logistics Officer

Pakistan Centre for Philanthropy; Alipur; On-site; PKR 350,000 - 1,400,000; Full time

Job summary

A national non-profit organization in Alipur is seeking an Administrative Officer to manage logistic support and procurement processes. The role requires overseeing personnel files, vehicle management, and assisting the finance team. The ideal candidate should have a Master's or Bachelor's degree in Business Administration and 3-5 years of experience in a similar role. This position encourages minority candidates and women to apply.

Qualifications

• Minimum 3 to 5 years relevant experience in a non-profit organization.
• Technical skills in accounting systems development and internal controls.

Responsibilities

• Facilitate program team in logistic matters.
• Maintain personnel files and monthly leave status.
• Oversee vehicle management and maintenance.
• Assist in procurement and inventory control.

Skills

Logistic management

Accounting systems

Inventory control

Communication

Education

Master's or Bachelor's in Business Administration

Job description

The position is responsible to undertake administrative tasks at Regional office/district office and support project team / regional staff for the Emergency Project.

Main Responsibilities

• Facilitate program team in logistic and administrative matters to carry out program activities smoothly.
• Responsible to maintain and update the personnel files at regional level.
• Responsible for submission of quarterly timesheet summary and monthly leave status of all staff to HR Unit.
• Assist to processes expense & travel claims of the Regional Centre staff
• Assist to processes payment vouchers, monthly staff salaries and financial statements
• makes payments to all the vendors/suppliers
• Ensures the procurements are made as per procurement policy including services like printing services, building and equipment maintenance services, travel, food and hotel services etc.
• Maintain petty cash fund at the Regional Centre/ camp office
• Assist Finance Specialist to Posts all transactions in the accounting software as per activity code.
• Correspond between field and regional team for other expenses claims
• Support in Coordination with internal/external auditors during internal/external audit,

Procurement and Inventory Control

• Help procurement committee in procurement matters and process the payments of vendors by complying SPO procurement policy.
• Maintain record of all procurement and ensure confidentiality
• Maintain appropriate stock of expendable supplies and proper inventory of the equipment, furniture and vehicles and other office assets/procured items etc.
• Prepare and update inventory status report and submit to NC Administration Unit on quarterly basis after performing physical verification on regular basis.

Travel and Vehicle Management

• Oversees the SPO vehicles management, prepares duty roster, including daily duties of vehicles/drivers and proper maintenance and smooth functioning of vehicles
• Ensures that monthly vehicle maintenance reports are submitted to the Region or NC Administration Unit or whenever required

Job Requirements

• Master preferably or graduation in business administration, public administration, Commerce or equivalent
• Technical skills in accounting systems development and internal control system
• Minimum 3 to 5 years relevant experience in a non-profit organization in the admin logistic and procurement management
• Any other task assigned by the supervisor

Please Note

• A candidate who tries to influence the recruitment process will be automatically disqualified.
• Ready to work immediately
• Women and minority candidates are particularly encouraged to apply
• SPO strongly prohibits Sexual Exploitation, Abuse or Harrasment (SEAH), accordingly; candidate background and reference check will be conducted

Requirements

• Requires you to add current salary information.