Log & Admin Assistant

Background

 HelpAge International is a global network of not for profit organizations with a mission to work with and for disadvantaged older people. HelpAge International has a vision of a world where older people fulfill their potential to lead active, dignified, healthy and secure lives. With more than 70 affiliates and 300 partners across more than 50 countries the HelpAge International network brings together hundreds of organizations. HelpAge International has a secretariat with offices in London and Brussels, regional centers in Africa, South Asia, East Asia, Central Asia, Latin America and the Caribbean, seven national programs and a number of emergencies programs.

 HelpAge has been active in Pakistan since 1995 working with its Sponsor a Grandparent program. In 2005 following the Kashmir earthquake HelpAge increased its activities to include earthquake affected older people followed by a response to the devastating floods in Khyber Pakhtunkhwa, Punjab and Sindh in 2010, 2011, 2012 and 2013 and on-going IDPs crises in Khyber Pakhtunkhwa. Currently, HelpAge International is implementing programs in the areas of livelihoods, health care and support, and emergency preparedness and response with a specific focus on older people in Pakistan

HelpAge International (HAI) works to ensure that the rights, needs and capabilities of older people are recognized in all emergency programs.

 JOB PURPOSE

The Logistic & Procurement Assistant is responsible for assisting supervisor for delivering an efficient and effective logistics, Procurement and fleet service of HelpAge’s Programme in Its Muzaffargarh Project.

 KEY RESPONSIBILITIES

 Procurement & Supply Chain

1. Organise all programme purchases including the ordering of supplies and supplier etc at field office.
2. Actively monitor the purchasing process until delivery of the goods and the official handover of items against signature of receipt.
3. Ensure that the filing system to record and archive all procurements is rigorously maintained at district level.
4. Facilitate the field team for arrangement of training material and all other arrangement.

Warehouse Management

1. Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner and documents are available all the time.
2. Ensure that the filing system to record and archive all stock movements is rigorously maintained.
3. Conduct physical stock checks periodically and report any discrepancies.

Vehicles and other Assets’ Management

1. Ensure that transport management systems are in place and fuelling and fleet managed based on the requirements.
2. Ensure communication systems are properly functioning, Internet and all assets are functioning properly.  
3. Ensure that up-to-date inventories and asset registers are compiled and maintained.
4. Ensure that Asset issued to individual and all documentation completed.
5. Ensure the proper functioning of HelpAge’ office and staff accommodation.

Office Management

1. To establish an office, ensuring necessary systems and routines are in place, filing is properly maintained and sufficient stationary and office equipment are available.
2. To organise and maintain the office files/filing systems, the contents of which may be sensitive, confidential or personal
3. Develop and implement systems and procedures relating to office management, material and services management.
4. Assure the operation and maintenance of all office equipment liaising with contractors and service providers to ensure efficient and cost effective serving and repairs of all equipment in the office.
5. Supervise the support staff and security guards.

Security

1. Contribute to the development, and implementation of HAI’s security policies and processes in Pakistan, in support of the Project Coordinator.
2. Monitor the security context and any deterioration in this that could affect operations and provide information to staff and take advice from PC and SFP as required.

Petty Cash management:

1. To maintain effective accounting systems for the recording of all financial information in line with HelpAge internal procedures and donor requirements 
2. To help managing cash flow, ensuring that regular and accurate transfer requests are made.
3. Ensuring the correctness of the bank, cash and other reconciliation’s of the field Offices.
4. Ensuring that the organisations internal controls and procedures are properly applied.

Human Resource

1. Processing & maintain staff insurance claims and all other records.
2. All HR documentation and information are available.
3. Maintaining strict confidentiality in HR related documents. 

PERSON SPECIFICATION

Essentials

• Master Degree with Minimum 3 years’ experience working for an international NGO

• Experience of accounting procedures, Procurement, Logistic and admin of international organization.
• Working Knowledge of labour law, tax policies in-country

• Good organisational and planning skills to manage job workload and work to deadlines.
• Good analytical skills and the ability to think logically.
• Good attention to detail and higher levels of accuracy.
• Higher computer literacy level; proficient in Excel and Word and preferably advanced computer skills in database.

HelpAge International is an equal opportunities employer. Older people and persons with disability(ies) are encourage to apply. only shortlisted candidates shall be contacted.