Admin Officer

SUMMARY

SAWA is looking for an admin officer responsible for the completion of admin tasks and duties, and other related tasks.

RESPONSIBILITIES, MAIN DUTIES AND REPORTING 

Fleet management

• Ensure that vehicles are safe, clean and with sufficient fuel.
• Make sure the car sheets and log book are properly filled in and accurate.
• Follow-up of the car maintenance. Make sure the maintenance is done timely as per procedures in place. 
• Prepare the monthly car report, analyze the information (consumption) and submit it to his direct supervisor.

 Equipment and asset follow-up

• Update the equipment sheets of the mission and systematically create equipment sheet when new assets are received.
• Prepare the monthly report of equipment and submit it to his direct supervisor.

 Security and safety

• Ensure the daily movement tracking of the teams on the field.
• Report any security-related information to his direct supervisor.

Administration and HR Management

• Before settling operational advances, ensure that supporting documents respect the procurement procedure and the commitment of expenditure procedures.
• Visit fields to perform cash payments to volunteers and beneficiaries.
• Provide translation of financial documents when required.
• Participate in internal work meetings

Other Duties

• Prepare the RFPs and RFQs
• Review offers received from the suppliers.
• Prepare quotation analysis
• Prepare Purchase Orders.
• Prepare the petty cash
• Responsible for implementing a sound procurement environment and carry out necessary backup.
• Recording and monitoring Fixed Assets, and preparing periodic depreciations.
• Develop effective networks with external stakeholders.
• Deliver any other responsibility assigned by Logistics Manager  

REPORTS TO:  Logistics Manager.Job Requirements:

• Bachelor’s Degree in Business Management or equivalent
• Procurement certificates are highly preferable
• +2 years of experience as admin officer
• Experience at an NGO is desirable
• Fleet management, Supply Chain management, basic mechanical engineering, basic IT knowledge

KNOWLEDGE, SKILLS AND ABILITIES:

• Good Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
• Solid reporting skills
• Excellent verbal and written communication
• Organized and strong attention to details
• Keen on Meeting Deadlines
• Strong interpersonal skills and a proven ability to work effectively with others
• Capacity to work under high pressure
• Ability to show initiative and take responsibility

 

-----------------------------------------------------------------------------------------------------------------

SAWA Group has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries. All staff are required to adhere to the PSEA Policy (during work hours and outside work hours).