JOB PURPOSE: The holder of this position will be responsible in managing IRPH’s administration and logistics requirements and deliver optimum operational support for the delivery of multiple project.
REPORTING TO: Country Director
STAFF REPORTING:
- Procurement Assistant
- Administration & Logistics Assistant
I. MAIN DUTIES AND RESPONSIBILITIES
General Administration
- Manage office files (chrono in/out file of the Procurement of Goods and Services, various manuals and Procurement and Logistics) are accurately maintained.
- Ensure that Agreement(s) between IRPh and Suppliers for the office(s) premises, goods, security services, IT, vehicle rental and training venues are drawn up and signed.
- Review contracts such as MOU’s, Lease Agreements and service contracts prior to renewal, extension or termination.
- Oversee formalities related to opening and managing IRPh field offices.
- Provides general office and administrative support, including accurate and timely production of reports, processing of documents and administrative requirements.
- Establish effective working relationships with internal and external contacts at all levels.
- Manage the correct storage, usage and maintenance of IRPh assets.
- Manage and timely update of fixed assets register of IRPh.
- Timely reporting and handling of maintenance and repair of all office equipment’s, building, furniture, fixtures and vehicles.
Procurement/Logistics
- Plan, develop and manage the procurement plan for IRPh Office in line with the approved cost plan and prepare detailed specifications of equipment and supplies to be purchased and scope of work.
- Analyze all procurement proposals to determine appropriate strategy approach.
- Research, screen and evaluates suppliers performance and competence based on price, quality, service, support, availability, reliability, production and distribution capabilities, reputation and history.
- Conducts quality control on supplies and material received.
- Manage the procurements of goods, materials, and services for IRW country office and all of its projects.
- Verify all the goods from supplier and bills for which the payments are due.
- Manage the chain of supplies by:
-maintaining strong material and vehicle supply to support needs of multiple projects
-ensure proper collection, transport, storage, use, maintenance, and monitoring of supplies and assets from numerous sources
-establish agreements for premises and vendors/suppliers
-maintain monthly purchase records
-regularly update supplies catalogue and price list every three months
-ensure proper management of stocks
- Manage office equipment, communication means, and vehicles by:
-facilitating appropriate allocation and use of equipment
-ensuring installation, maintenance, and repairs of office furniture and equipment
-managing vehicle usage and maintenance
- Develop and ensure the efficient implementation of the procurement plan and overall procurement strategies using best procurement practices and approved policies.
- Support documentation and monitor flow of materials to support project delivery.
- Regularly communicate, coordinate, and liaise with vendors, suppliers, and contractors.
- Ensure that staff follow IRW procurement policy.
- Manage overall Administrative, Logistics and Procurement requirements during emergency response like supplier for goods and services, setting up offices (if required), planning and implementation.
- Supervision of arrangements of seminars, conferences and interviews.
- Supply and deliver equipment and materials to required destinations in an efficient and cost effective manner.
- Plan and maintain logistical support for IRPh field operations.
- Supervises and oversee food items, non-food items, medical supplies, and equipment related to the projects of IRPh.
- To ensure that logistics work in the field location is carried out in coordination with logistics and other field locations.
- Establishing domestic arrangements for operational teams, including renovating accommodation, and arranging for other domestic needs, travel arrangements etc.
- Any other duties assigned by the line manager.
II. 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.
III. PERSONAL SPECIFICATION
- Bachelor’s degree in fields related to public administration, business administration or any other related field.
- At least 3 years of solid experience in handling administration, procurement and logistics functions both for development works and humanitarian emergency responses.
- Knowledgeable in supply chain management.
- Specialized training in procurement 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.).
- Knowledge and understanding of humanitarian/development issues.
- Excellent organizational and information management skills.
- Excellent communication skills - able to communicate and report both orally and in writing.
How to apply:
Interested applicants can share their comprehensive resumes on or before 06 July 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.