Logistic/Admin Officer

• Job Brief:

The Logistic/Admin Officer is part of the finance support team. The Logistic/Admin Officer is responsible to assist the Finance Manager and HOPe program team in procurements, cash handling, proper documentation and archiving as per HOPe policies and procedures. Also, The Logistic/Admin Officer is entrusted in providing logistical support to all activities as per HOPe budget, and work plan.

• Responsibilities:

• Administration:

• Filing, scanning and archiving finance related documents.
• Checking invoices by verifying mathematical accuracy and ensuring that appropriate procurement authorization and supporting documentation is attached.
• Handling the advanced petty cash made to HOPe staff according to the internal guidelines and keeping the advance books and cash journal accurate and updated.
• Counting the cash, carrying out reconciliation and submitting replenish requests to the Finance Manager.
• Organizing and submitting supporting documentation to the Finance Manager.

• Procurement:

• Working closely with program team to prepare and update on a weekly basis the procurement plan, providing guidance and input to program staff upon the approval of the Finance Manager.
• Issuing call for tenders, and collecting tender dossiers from suppliers.
• Submitting tenders to the Committee, facilitating and leading on the administrative, technical, and financial bid opening, and ensuring compliance with HOPe and donor policies and regulations.
• Ensuring timely and accurate procurement of all materials according to approved budget lines and donor guidelines confirmed by the Finance Manager.
• Creating supplier/consultant list based on scanning market against program/departments need.      
• Reviewing and approving purchase requests submitted by program staff, and providing requested materials and services as per approved budget and action plan.

• Logistic:

• Assessing the needs and overseeing the installation and maintenance of office facilities, equipment’s, supplies, utilities (stationary, filing systems, photocopier, furniture, water, electricity, etc.).
• Carrying out office monthly payment (internet, generator, electricity, car rental).
• Managing the relationship with IT service provider and ensure that technical support is provided when needed.
• Monitoring the use of vehicles and filing all related documents (consumption, mileage, and damages).
• Managing assets and preparing and updating inventory list for HOPe old and newly obtained assets.

• Requirements and qualifications:

• Good spirit.
• Bachelor Degree.
• Minimum of 2 years of proven experience in humanitarian programs.
• Perfect command of spoken and written English and Arabic.
• Notable time management and organizational skills.
• Ability to work in partnership with local communities and NGOs.
• Teamwork and cooperative attitude.
• Problem-solving, and communication skills.
• Good computing skills.