Admin and logistic Officer

The Logistic/Admin Officer will work under the direct supervision of the Administration & Financial Manager to perform the following tasks and duties:

Responsibilities: 

Administration:

• Maintain the reception desk at the office and answer general phone calls
• Be responsible of the Petty Cash register for the administrative expenses
• Be responsible of the administrative budget and its Purchase orders
• Be responsible for the office inventory
• Maintain general administration files
• Respond to administrative requests from other members of the work team
• Generate emails, reports and memos as needed
• Schedule appointments and meetings as needed
• Take meeting minutes and generate reports as needed
• Provide general support to visitors
• Maintain contact lists
• Draft contracts as needed
• Conclude and follow up contracts and agreements for the maintenance of all devices required to work at the headquarters of the institution and various work sites
• Make arrangements for securing the institution’s headquarters and various work sites
• Responsibility for arranging and maintaining the headquarters of the Foundation, its proper use, its renovation and its general appearance
• Responsibility for all the institution’s purchases of equipment, furniture, etc. in the headquarters and various work sites, and to follow the financial and legal rules in the procurement process
• Confirm the attendance schedule with the participants in the meetings, workshops, or other events, including issuing invitations and following up to confirm attendance

 Logistics:

• Make travel, transportation and accommodation arrangements
• Be responsible for office maintenance and utilities
• Be responsible for office supplies
• Be responsible for the logistical arrangements of the activities of the institution’s programs, including flight reservations, training workshop venue arrangements, accommodation and travel accounts, visits to workplaces
• Finding places for holding meetings, training and festivals, and confirming reservations, including following up on contracts related to that
• Overseeing logistical services at meetings or events, including coordination between staff and volunteers on various occasions
• Preparing and supervising hospitality details such as schedules, local information, and contact lists for guests, participants, or employees

Human Resources:

• Keep updated employee files
• Maintain leave register and follow up on regular employee vacations and others
• Handle all HR operations such as entering data into the HR database and personal files and keeping them up-to-date in order to facilitate HR processes management.
•  
• Follow up on the related clerical aspects of vacancies and employment such as personnel request forms, posting job ads, and calling candidates for job interviews