Admin and Logistics Officer (National)

Functional prerequisite:

• Bachelor’s degree in Procurement and Logistics, Business Administration OR Equivalent.
• Relevant experience (at least 3-5years) in a similar role. IT background is an asset.
• Good communication (written and verbal skills, in English.
• Strong interpersonal and excellent organizational skills.
• Keep good time management with ability to prioritize among multiple tasks.
• Ability and readiness to work under pressure and deal with difficult and complex conditions.
• Ability to maintain a high level of accuracy in preparing and entering data.
• Ready to take initiatives with teamwork and cooperation skills.
• Computer literacy skills of MS Office applications (Word, Excel, PowerPoint, Outlook, etc.) and ERP Software System.
• Technical knowledge/skills related to fleet.
• Fluency in English and Arabic; French is an asset.

Responsibilities:

Admin Tasks:

• Manage office operations including responding to emails, receiving postage, handling messages, and phone calls.
• Coordinate meetings, appointments, events, and travel arrangements for staff members.
• Follow up on office building and equipment maintenance. 
• Preparing visa application, residency permit renewals and work permits.
• Translate some documentation on an as-needed basis (English/Arabic-Arabic/English).
• Ensure up-to-date documents filing (electronic and hardcopy).

Procurement planning and forecasting:

• Ensure that all procurement procedures are followed as per NPA and donors’ guidelines. 
• Ensure that all goods are received in compliance with the Purchase Orders (quantity, specifications). 
• Ensure up-to-date procurement plans.
• Liaise with vendors and service providers to ensure timely delivery of goods, services, and to maintain positive relationships with suppliers.
• Prepare and update approved suppliers list and upload to SharePoint on a regular basis.
• Ensure that all necessary documentation is updated and uploaded to the SharePoint on a regular basis.

Assets and Inventory:

• Ensure all NPA assets and inventory are recorded as per NPA requirements.
• Maintain and update Assets and Inventory Register (Lists), including details of assets transfer, handovers and disposals.
• Conduct quarterly physical counts and maintain updated files/records accordingly.

Warehouse Management:

• Maintain oversight of all assets and inventory, consistently updating corresponding sheets and Agresso under the supervision of the line manager
• Monitor inventory levels and track stock movements to prevent shortages or overstocking.
• Oversee facility management, including maintenance, repairs and security protocols.

Fleet Management:

• Follow up with drivers on vehicle service requests and ensure that the fleet paperwork is checked and maintained regularly.
• Monitor fuel consumption and use of vehicle logbook, maintenance log, oil log and other fleet formats and templates.
• Report any fuel overconsumption with recommendations to the direct supervisor for further action and follow up.
• Generate monthly reports on vehicle maintenance, fuel consumption and accidents ensuring all logs are attached as per QMS requirements.
• Ensure that vehicles are covered by insurance.
• Maintain filling of all vehicles such as purchase, insurance, ID, etc.
• Handle settlement of yearly vehicle mechanical inspection.
• Handle vehicles driving permissions (updated) for related staff and ensure that all NPA drivers have on their possession relevant driving documentation such as driving licenses.
• Adhere to NPA QMS and guidelines related to fleet management.

Filing:

• Responsible for filing properly all logistics documentation according to guidelines whether hard or electronic copies.
• Upload all electronic filing on the specified folders on SharePoint.
• Responsible to maintain and back up logistics data on SharePoint.

Provide assistance with any office and data entry issues related to the support department.

Reporting:

• Provide regular and timely updates on progress and challenges to the Line Manager. 
• compile monthly logistics report/s & share with the Line Manager.

Any other duties assigned by the supervisor or management.