Admin/logistics Officer

Responsibilities 1. Administration/Liaison   - Draft/prepare all administrative letters in Area level; - Prepare all Administrative Documents such as internal notes, regulation, memos etc; - Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in area level; - Organize meetings with authorities in area level for ACTED Senior management & Area Coordinator; - Follow up of Legal-related issues, in coordination with Capital HR dept. - Ensure compliance of ACTED to legal requirements of the area of intervention; - Management of ACTED premises lease & ensure contract are updated and renewed for each premises; - Manage the guests in GH and set regular follow up/management regarding payment with Finance. Ä  Manage the ACTED office and GH   2. Human Resources Management   II. I. National Staff:   - Management of staff in Area Office & Area Sub bases; - Management of public holidays & keeping informed all bases/staff (national/International). - Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments; - Ensure all staff (national & international) have comprehensive ToRs; - Follow up of staff appraisal form with relevant department managers; - Management of Award and or disciplinary action to staff as per ACTED HR Manual after approval of Area Coordinator; - Management/Follow up of staff leaves, provide necessary forms for staff, while needed; - Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations - Update and maintain Area office Organization Chart in accordance to the size of program (new staff, new dept. & new projects)   II. II. International Staff: - Follow up of International staff Appraisal forms with Area Coordinators and send to capital HR for CD’s approval; - Manage the presence of ACTED International staff in Area GH and communicate with logistic dept. to provide necessary requirements (food, bed clothes, towels, kitchen hygiene materials etc) - Supervise the work of Cook/Cleaners in Office and GH; 3. Titanic Follow up      III. I. National Staff: - Titanic Monthly Report Follow up:   -       Staff list/Staff Changes report to be sent to Capital HR dept. not later than 20th of each month; -       Staff Costs report to be sent to Capital HR dept. not later than 25th of each month; -       Titanic report consolidation/approved reports to be received from Capital HR dept. for salary payment not later than 28th of each month; -       Titanic report signed hard copy & Titanic support documents to be sent to Capital HR dept. not later than 1st week of N+ month;   - Control the Staff cost in ACTED Area office and sub bases with direct cross check with Area Finance Officer; - Review and update the national staff grade, salary & position to be in accordance with country approved salary grid; - Organize sub bases visit to cross check Admin/HR documents & review the HR system on quarterly basis to ensure transparency and accuracy as well as sub base proper set up;   III. II. International Staff:  - Send on monthly basis the Area International staff attendance sheet and on regular basis their leave request forms and other HR documents (as needed) to Capital HR dept; 4. Recruitment:  IV.I. National Staff Recruitments: - Prepare vacancy announcements for Junior National staff in area of intervention and follow with Capital office the recruitment process as per monthly Titanic report planning; - Cross check with Area Finance to ensure budget is available for new recruitments; - Ensure that ToRs are prepared by line manager prior to release the vacancy announcement; - Ensure that all CVs will be reviewed by relevant dept. prior short listing; - Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s) - Ensure to collect all necessary documents of applicants as indicated in ACTED HR Manual; - Ensure to check successful candidate “Reference Check” prior to offer the position; - Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.) 5. Filing:      V.I. General Filing: - Create Standard ACTED Admin/HR filing system (include official correspondences, premises contracts, governmental tax follow up, recruitment process documents etc);   V.II. Personal Folders: - Create thorough personal folders system for Area national staff; - Send area staff personal folder relevant documents on 1st week of N+ month to Capital HR dept.; - Ensure that the personal folder database have been updated on regular basis; 6. Capacity Building:   A general database with direct consultation of line mangers (Head of dept. Area FLAT, Program Managers and Area Coordinators to be updated for Country Director approval. This list will contain (list of staff, working period, performances evaluation and required training).   VI.I. Internal Training:  - Conduct review and survey of staff performances with direct contact of line managers to identify requirement/needs for training and provide to Capital Admin/HR Manager; - Introduce staff who are in need for training to Capital HR dept.; - Brief Training for all new national staff on ACTED system, procedures, code of conduct and internal regulation. 7.  Capacity Building:  - Control and follow on daily basis the performance and work progress of all the staff under his responsibility - Draft the weekly & daily work plan of his department staff - Hold weekly meeting with the key staff member of his team for update on work progress and present a summary department progress report for WAM   8. Procurements:  - Follow-up procurement & supplies with logistic area team and main office in Amman. - Check deliveries follow-up of each procurement contracts; - Procure all projects and office logistical requirements based on ACTED procurement guidelines. - Communication with field office(s) via e-mail, skype or cell phone in order to provide on time procurement supports.  9. Filing/Reporting  - Logistic report should be sent by Area Logistic officer by 5th of      each month to Area Coordinator (the monthly report Includes – (Procurement      report, Fuel consumption report, asset follow ups, stock situation report,      Communication report); - Create separate binders for each reporting documents and file;   10. Transport:  - Make separate binders for each vehicle and then file all necessary documents (i.e. copy of rental car contract, copy of fuel slips, with all bills and documents, car monthly log book, fuel consumption follow up, accident form with attached documents etc. - Create a binder for all vehicle fuel consumption report; - Ensure all vehicles are in good condition and ready for use; - Organize the driver duty schedule and ensure the movement of board is filled in regularly - Follow up of staff movement between area and sub offices and Area and capital offices; - Supervise the fuel consumption of each car and report directly to - Provide the monthly report to Capital logistic and file copy of fuel consumption report in “Transport follow up” binder.  11. Asset Follow ups/IT support:  Supervise the Logistic Assistant to:  - Ensure all ACTED assets are registered and codified with numbering (refer to ACTED Log Manual for details); - Ensure that asset is given to users, after completion of “Asset Reception Form”; - Make sure ACTED assets are all in good condition (Motorized assets, office assets, projects tools, office/guest house assets/items.. etc.). - Ensure that e-mail, and IT equipments are functioning properly