Micro Projects and Administration Officer (Disaster Risk Reduction Programme)

Operational Roles and Responsibilities

Micro Projects Responsibilities

• Coordinate with the branch focal persons to monitor the preparation of all micro project related documents including but not limited to proposals, item specifications, quotations, letter of conformity, and completion forms.
• Review and provide feedback on all micro projects documentation
• Prepare bid analysis and make sure procurements are done in accordance with LRC policies and procedures
• Maintain updated tracking sheet for micro project related data on a regular basis
• Follow up regularly on the different stages of micro project implementation with DRR Field Officers, DRR Focal Persons, and EMS Admin team.
• Organize, maintain, and evolve the existing micro project archiving systems both in hard and soft copy forms 
• Conduct regular field visits for micro project implementation sites to ensure the quality of the work in addition to the conformity with LRC standards
• Monitor the quality of the micro project implementation on the field and the submitted documents
• Issue payment requests and make sure to prepare, follow up and ensure related documentations are prepared for the Finance Department

Administrative Responsibilities

• Perform routine administrative tasks (photocopies, buying stationeries, scanning/faxing documents)
• Update and maintain information on electronic database systems and in archives, and maintain proper e-filing
• Review the vouchers and receipts submitted by the branches for completeness and accuracy, and follow-up on any the required corrections.
• Provide support on logistical arrangements and material for meetings, workshops and other events
• Follow-up on all procurement processes (stationary provision, utilities, minor purchases for all project activities)
• Manage daily workers per diems and coordinate with the finance department on submitting supporting documents and issuing payments.
• Draft agendas, take minutes of meetings and workshops and maintain attendance sheets
• Ensure that entries are up to date in logbook of vehicles, and that all drivers keep vehicle documentation in their assigned vehicle
• Monitor the inventory at headquarter level and in branches and update existing lists
• Keep track of purchase orders, bills, goods, received notes, invoices, memos, and vehicle log books
• Respond to logistical requests related to supplies, materials, and other items for project activities
• Contact vendors to resolve problems with damaged items, incorrect products or incorrect prices