Senior Project Support Services
Coordinator-SUBAI Pakistan

Responsibilities

Accountabilities/Main Responsibilities Logistics

• Ensure the smooth and adequate flow of information within SUBAI to facilitate all Logistics Operations.
• To define, agree and deliver Logistical support services that includes travel arrangements (By Air/By Road, International/National), accommodation, venue hiring, and arrangement of required office equipment/supplies at the venue etc. that meet the operational needs of the SUBAI project team.
• To contribute and coordinate with the Palladium Team and SUBAI Operations Lead to review policies/procedures where necessary in order to ensure that the service continues to be efficient and effective and takes into account changing service levels, priorities and policy changes.
• To build positive relations with all the SUBAI Key Experts, Provincial Liaison Officers, short term experts/consultants, implementing partners and other relevant stakeholders.
• To manage fluctuations in demand within the resources available including responding to any emergencies. This will require careful management and resolving conflicting logistical needs.
• Work closely with the RM&E team of SUBAI which maintains the event/activity calendar and develop the tentative travel, accommodation and event management plan in order to respond to the TAT needs. The Plan has to be circulated within TAT on the 2nd of every month.
• Disseminate mandatory tools/templates for event management, travel, accommodation, venue hire etc. within the Team and making sure that these documents/processes are well-understood by the Team. Making sure on-going support is available to the TAT with respect to the trouble shooting of these templates.
• Fleet Management: Oversee SUBAI vehicle log books. Maintenance schedules and safety standards.
• To coordinate with Palladium Corporate Team in case of mobilisation of International Experts and processing of visa applications and applicable follow-ups. Making sure any challenges and bottlenecks are conveyed/addressed well in time.
• Lead the Logistics arrangements in case of SUBAI International exposure visits. This will be undertaken in close coordination with SUBAI Leadership.

Procurement

• Devise and use workable procurement strategy in line with the Palladium corporate guidelines and EU Head Contracts Incidentals thresholds.
• Assessment of past 6 months procurements with respect to programme and administrative needs, collection of needs from all the Assembly 2 Year Work Plans with an accurate assessment of the forthcoming 6 months period and compile a comprehensive procurement plan for different categories.
• Review of existing contracts being used by Palladium and test their level of effectiveness in the context of SUBAI?s needs. Hold subsequent consultations with the Palladium team and Palladium Corporate Operations Lead on the way forward.
• Identify cost effective vendors mainly providing travel, accommodation, printing, translation services, stationery, office supplies and equipment and initiate cases for their pre-qualification.
• Lead on the procurement process starting from solicitation of purchase requisitions, their scrutiny, solicitation of quotes, comparative analysis, and finalisation of procurement proceedings and issuance of purchase orders.
• Negotiate with the external vendors to secure favorable and cost effective corporate terms.
• Track and report key functional metric to reduce expenses and improve effectiveness.
• Collaborate with SUBAI TAT to ensure clarity of the specifications and expectations of the goods and services.
• Anticipate and plan for possible alterations in the comparative negotiating ability of the vendors.
• Perform risk management for all supply contracts and agreements.
• Control spend in coordination with the SUBAI Finance and Contracts Managers and build a culture of long-term savings on all procurement costs.

Admin

• Provision of equipment, office space to the long term consultants and hot desking space for visiting of other STTAs. This will be managed in consultation with the SUBAI Finance Manager who will lead on the Contracts Management side.
• Ensure clearance of all mobile phone bills, claims by vendors and ensure timely payment of utility bills as applicable.
• Provide general support to visitors.
• Making sure that gifts and hospitality registers are maintained.
• Inventory Management in accordance with Palladium Corporate policies.
• Address TAT queries regarding office management issues (e.g. stationery, hardware and travel arrangements).
• Plan in-house or off-site meetings in close coordination with TAT.
• Making sure that SUBAI has a robust Mail delivery and receipt system. In this regard the post holder has to devise a SUBAI filing and referencing system.

Record Management

• To ensure effective record management with respect to logistics, procurement and admin.
• Work closely with the SUBAI Finance Manager on a regular basis in provision of records specifically during audits.

Health and Safety

• Be aware and exercise health and safety responsibilities in close coordination with Palladium Corporate team.
• To work with staff and others in order to maintain health and safety standards within the working environment.

Staff Management

• To be responsible for the management and development of staff in the Team.
• To ensure the BSS Team are clear about what is expected of them and are kept informed about their performance, through appropriate supervision arrangements and appraisals.
• To be actively involved in one to one and group sessions to ensure engagement and commitment to new ways of working and expectations, and adherence to agreed standards for high quality delivery of all tasks and targets.
• To be responsible for identifying and informing the SUBAI Operations Lead of skills needed within the Team to support new ways of working.
• To promote a strong customer support services culture within the BSS team and SUBAI as a whole.
• Staff Performance management system in accordance with the Palladium/SUBAI policy.

 

Requirements

Knowledge

• Knowledge of relevant logistics principles, procurement policies.
• Sensitized about data protection and confidentiality.
• Knowledge of the principles and practices of effective people management, excellent customer service, risk management and basic budget management.  

Experience

• Minimum 4 Years of relevant experience in delivery of Project support services including experience of planning and designing services, logistics and procurement.
• Experience of planning and organizing team work or coordinating complex activities to meet fluctuations in demand.
• Experience of developing, assessing and negotiating service levels.
• Experience of implementing quality assurance systems.
• Experience of resolving complex operational issues through applying knowledge of systems, processes and operating context.
• Experience of effectively managing competing demands for services.

Qualifications

• 16 Years Education in Business Administration, Project Management or relevant field.

Computer Skills

• Microsoft Office (Intermediate Level), ERP (desirable) and Microsoft Project.

Behaviours

• Being Accountable, Working Together, Creating shared purpose and Connecting with others. Adaptable and flexible