LOCATION: Cotabato City Country Office
JOB SUMMARY:
The Admin and Logistics Assistant will support IR Philippines Programmes Department in the delivery of humanitarian and development projects under supervision of the Supply Chain Officer.
This will include completing a range of tasks to support the team with a supply of materials, equipment, and assets (ensuring their correct transport, storage, and use), and ensuring the upkeep of key operational records.
REPORTING TO: Supply Chain Officer
I) KEY OBJECTIVES
To provide operational support for the timely and effective delivery of humanitarian and development projects and provide quality monitoring and reporting compliant with Islamic Relief Worldwide guidelines.
II) KEY ROLES/RESPONSIBILITIES
This position holds responsibility for administration of operational documents and procedures in terms of human and material resources at both field and office level, and support with logistical needs to provide operational support for IR field teams. It may also be necessary to supervise and monitor external contractors and support a various elements of Islamic Relief (IR) work in the Philippines.
S/He will also be responsible for representing the organisation when conducting field work and will therefore need to conduct themselves accordingly.
III) MAIN DUTIES AND RESPONSIBILITIES
General Administration
- Provide appropriate support towards the execution of administrative processes in line with the IRW rules and regulations.
- Ensure office files (i.e. Procurement of Good and Services, various manuals related to Procurement and Logistics.) are maintained accurately;
- Prepare Requests and revises Lease Agreements or other type of works related activities subject to contracts;
- Monitor the existing contracts for suppliers such as MOUs, Lease Agreements, Service Contracts for the renewal, extension or termination;
- Draft the Agreement/MOU(s) between IRWPH and Supplier(s) for Good and Services (Vehicle rental, Training venue and accommodation, any services related to Procurement and logistics;
- Book flights and hotel accommodation for staff and visitors on their respective travel arrangements.
- Support in formalities related to opening and managing IRW Country Office;
- Support the Supply Chain Officer in any administrative task as required.
Logistics
- Monitors and reports on shipments from local suppliers, offshore supplies and supplies from clearing agents and government warehouses;
- Maintains manual and automated procurement files and records.
- Contacts local vendors for price quotations, prepares summary of bids including information on price, conditions of offer, and recommends the best offer.
- Ensure that IRWPh office(s) maintain the MOSS & MORSS requirements for vehicle, offices and residential compliance;
- Conducts quality control on supplies and materials received.
- Ensure adequate office supplies to Country Office; maintain a system for allocation and tracking.
- Assists in drafting project proposal for donors in terms of Logistical requirement;
- Liaise with Finance monitoring that any request for good and services are properly charged to the appropriate budget line, status and availability of funds.
- Ensure customs clearance of all imported goods (if any) and proper administration of the Logistics process until the final acceptance of goods/services.
IV) ACCOUNTABILITIES
- Ensure delivery of project material requirements.
- Work independently to complete tasks as directed from supervisor and on own initiative.
- Make responsible recommendations on operational support and project delivery to supervisor based on available resources and access to affected communities.
- Represent IR when working with affected communities and meeting with local authorities.
- Promptly report any challenges in project delivery to supervisor.
- Proper use of financial resources, equipment and project utilities.
- Work in adherence to IR’s policies and procedures.
Required Qualifications:
- Bachelor’s Degree in fields related to public administration, business administration or any other related field;
- Relevant practical experience in office management, business administration or any other related field;
- Specialized training in administration and logistics is an asset;
- Administrative and logistics management experience with the UN system a strong asset;
- Experience working with INGOs in developing countries.
- Good command of spoken and written English.
- Good IT skills and use of office software packages (MS Word, Excel, etc.).
- Good and cheerful personality, hardworking and attentive to staff and partner needs.
How to apply:
Interested applicants can share their comprehensive resumes on or before 26 March 2021 to HR.Philippines@islamic-relief.org.ph
Islamic Relief Worldwide is a humanitarian and development organization and working in livelihood WASH, and DRR sectors in line with our vision of a caring world where communities are empowered, social obligations are fulfilled, and people respond as one to the suffering of others. We work regardless of ethnicity, religion, political affiliation or gender.
Selection will be based on application letter, CV, interview, and other relevant documents (as requested). Only short-listed applicants will be contacted.