Union Aid

Job summary:

Union Aid is seeking a competent candidate who can handle administration & logistics issues and will be able to plan, organize. implement and monitor procurement and administration process. Under the direct supervision of Health Supervisor, the incumbent is responsible to monitor the receipt of reports/documentation on the status and disposition of FIs and NFIs from point of origin to end use, and other administration and logistics.

MAJOR RESPONSIBILITIES

Administration:

• To manage and supervision the work of the office supporting staff (guards, cleaners, drivers and cooks).
• Ensure office premises are clean, equipment’s, vehicles, furniture and office accessories are in working condition and well maintained.
• Ensure vehicle log books are properly maintained on daily basis.
• Arrangement of rental contract for project office and community places as required,
• Overseeing arrangements for meetings, workshops, seminars etc.
• Responsible for maintaining day-to-day office administration tasks.
• Ensure that assets and equipment are properly recorded into inventory format, tagged, data updated and managed according to assets need and Coordinate with HQ, as it may be required.
• Provide administrative support to Integrated Protection staff.
• Traveling to the field when required.

Logistics

• Follow the UA procurement procedure policies for purchase of food, non-food, equipment and other materials,
• Procure all requested purchases in a timely manner by working closely with purchasing committee and procurement committee,
• Organize to obtain necessary price quotations for local procurements with coordination with purchasing committee,
• Assist purchasing committee to provide more and clear information about quotations, quality of items,
• To review the market regularly for changing prices, improved quality and quantities of goods available,
• Ensure appropriate documentation and reports on procurement are obtained,
• Prepare purchase requisitions and ensure finance review and appropriate approvals have been obtained
• Ensure that all purchase requisitions (RFPs, POs, and RFQs,) are numbered and logged and the copies the requisitions are on file,
• To clear procurement documentations, GRN, stocking and inventorying of FIs and NFIs,
• In coordination with the Admin and finance Department ensure the delivery of purchased supplies/equipment to project sites ensuring that packing lists, bills, invoices and related documents are complete.
• Perform any other duties that might be assigned by the supervisor to you.