Union Aid

• Purpose and Scope of Assignment
• The Admin and Logistics works under the overall supervision of the Administrative Officer and Procurement/Logistics Officer with technical advice and guidance from the Project Manager.

 Duties and responsibilities:

• Make appointments, coordinate meetings, and schedule conference rooms for program/project staff.
• Assist in arranging hotel and airline reservations and local travel plans for head office as well as project staff.
• Develop and maintain computerized spreadsheets and databases to enter information and generate reports; may produce, revise, or refine formal presentation materials, using presentation software.
• Maintain an accurate and complete filing system for project and office documents and correspondence, in compliance with Union Aid management policies and procedures.
• Draft correspondence and reports as required.
• Provide logistical support to the arrangement and management of meetings as required.
• Ensure that goods and services required for the smooth running of UA-Head Office, DAHW- Food Security and Nutrition Programme for Vulnerable and Deprived Households with Pregnant and Lactating Mothers and Children under 5 Years Project in field office are readily available.
• Assist in the preparation and update of a list of materials, assets, and equipment for project operations, and preparation of requisitions for the acquisition of goods/services through the Union Aid Procurement Unit.
• Respond to routine queries from DAHW Food Security and Nutrition Programme for Vulnerable and Deprived Households with Pregnant and Lactating Mothers and Children under 5 Years project personnel, and other stakeholders, or direct queries to relevant personnel as appropriate.
• Actively work with DAHW Food Security and Nutrition Programme for Vulnerable and Deprived Households with Pregnant and Lactating Mothers and Children under 5 Years Project Units to exchange information on Administrative issues to deliver correct and timely services.
• Identify problems in administrative areas and suggest alternative solutions to resolve issues.
• Facilitates workspace allocation and arrangements for new staff.
• Maintenance of the filing system ensuring safekeeping of confidential materials. 
• Organize and facilitate meetings and special events; schedule and coordinate dates and times, venues, attendance, agendas, and facility arrangements.
• Facilitate, monitor, and/or oversee admin department purchasing, inventory, and requisitioning of supplies and equipment.
• Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to the head of the unit.
• Supervise and manage the performance of external suppliers to ensure quality and reliable services for the project as well as head office.
• Perform any other related duties as may be assigned by line supervisor/manager.
• Ensures provision of logistical services focusing on achievement of the following results:
• Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, hotel and conference facilities surveys.
• Any other activities assigned by Supervisor.