Managing project and team

Office Administration:
·       To assist in administrating the office, by managing in-box and out-box letters, answering the phone, collecting mail, and ensuring proper maintenance of the office.
·       Petty Cash administering and submission of monthly liquidation to finance every month.
·       To ensure availability and procurement of stationery and required supplies in the office.
·       Payment of all office utility bills.
·       To prepare, file and follow up contracts with suppliers of services.
·       Travel/ accommodation arrangements for employees when required.
·       Administering staff attendance and ensure timely attendance and share the attendance sheet with Head Office.
 
Logistics:
·         Coordinate with logistician based at head office.
·         Prepare payment cases on a monthly basis and dispatch to head office for payments (Fuel, Vehicles, Office/ Warehouse Rent).
·         Prepare PRs from filed i.e. forward to Head Office for further approval.
·         Assist Logistics Manager in the procurement of goods and services.
·         Manage Office inventories and tagging.
·         Keep a track record of the lease agreements of all offices and warehouses and make their extensions as needed.
·         Keeping a proper record of approved PRs, POs, and agreements in hard and soft.
·         Organizing Training/ Workshops and other arrangements.
Human Resources:
·         To assist the HR/Admin Officer in the recruitment process of staff including advertising posts, shortlisting, interviewing, recruiting and briefing.
·         To advertise ToRs in a range of forums and shortlist applicants as requested.
·         To prepare, file and follow up all contracts of employment for the staff.
·         To organize, file and update all the human resources documentation such as staff lists, job descriptions, CVs, contracts of employment, leave requests, attendance lists and any other documents related to the HR management.
·         Keeping proper records and report monthly of staff leave and attendance sheets.
·         Assisting with the day-to-day efficient operation of the HR office.
·         Preparing Payroll for salary processing on monthly basis and submit to Head office timely.
 
 
      Monitoring & Evaluation:
 
 
·       Assist in developing project MEAL plan in cooperation with the Project manager.
·         Ensure regular follow-up and progress reporting on project indicator trackers and MEAL plan.
·         Assist in developing and maintaining Project databases when required.
·         Monitor data quality and provide feedback when required.
·         Monitoring activities of the project including pre-and post-distribution monitoring.
·         Maintain a proper electronic and hard archiving system of all related MEAL documents;
·         Assist in Reviewing the performance of existing management information systems to help identify potential modifications, improvement, or information resources.
·         Perform regular field visits to ensure the quality of activities implemented and data collected and suggest ways for improvement.
·         Assist in Collecting, consolidating, reviewing, and analysing data to identify the causes of potential bottlenecks in project implementation and to enhance the quality of performance and reporting;
·         Review the monthly report on feedback and complaint mechanism of the project.
·         Assist in data verification and complaints and provide advice.  
Monitor the performance of all project activities and provide reports as needed.

Stock Management (Receive & Issue)

Follow the HI standard forms & procedure while receiving / issuing the material

Manage the reception & issuance of the material
Reception check the quantity, quality and condition of material and report any discrepancy

Make sure before dispatch that quantities has compliance with Item Request form

Manage loading & unloading of material, hire required number of labors after consultation with supervisor
Make sure the stock issued has authorized by base coordinator and requested by program staff
Coordinate with Islamabad office / supplier regarding all deliveries
Conduct the physical inventories at the end of each month & report any discrepancy to supervisor with investigation.

Stock Management (Record Keeping)
Fill the all format according to the HI procedures
Archive delivery note, reception certificate, stock cards and item request form in proper and clean filing.
Fill properly / regularly the stock card whenever required
Make delivery note for sending material to other location
Able to produce any type of report (stock balance, stock issuance, stock reception) when required by supervisor


Stock Management (Safety & Security)

Make sure that stock has been secure from any type of threat
Make sure that warehouse has sufficient fire fighting equipment\'s
Conduct all fumigation to control rodent/ pest/ insects
Make sure that all locks / doors/ windows of warehouse are in good working condition
Make sure that all material is secured from rain or any type of water leakage.

Reporting

Weekly and monthly Stock report

Other:
Follow the all HI policies & procedures (Work, Financial, Security & Logistics etc)
Help in selection of suitable warehouse
Attend the all meetings whenever required
Participate effectively in collective activities of organization

3. Procurement:
Prepare small Requests whenever Requested, ensure the Purchasing Procedures are followed

Assets protection and routine warehouse inspection:
Ensure that the warehouse is kept clean at all times – clean from all dirt and dust that can attract or harbor rodents.
Ensure that broken containers are immediately reconstituted, weighed, and re-bagged properly.
Conduct daily inspections of the condition of the warehouse, looking for holes in and damage to the roof, windows, and/or doors. Requests and ensures immediate repair of any such defects detected during the daily inspection.
Ensure that fencing and outside security lights are functioning at all times and immediately repaired in case of malfunctioning.
Ensure that all necessary equipment such as scales, filing cabinets, torches, and materials such as cleaning materials, stationeries, rodent control materials, and office furniture are supplied to the warehouse.

Inventory Control and Record-keeping:
Ensure that all incoming commodities are received against GRNs and proper remarks are made by stating any irregularity or discrepancy between the original condition of the commodities and their condition at the time of receipt.
Ensure that commodity dispatches are based on pre-approved dispatch authorization memos from the Program Manager.
Prepare waybills for all outgoing commodities and obtains signatures from truck drivers and/or other receiving authorities.
Maintain an up-to-date assets stock ledger in which all daily inventories and transactions are accurately recorded.
Maintain other necessary formats and records such as stack cards, damaged records, etc.
Maintain proper filing system in which incoming and outgoing waybills and other correspondence are kept in numbered and retrievable order.

3.) Warehouse personnel supervision:
Ensure that warehouse assistant are trained in proper warehouse practices and conform to SC Asset management policies and procedures.
4.) Reporting:
Prepare and submit to the main office all necessary reports as per field office policies and procedures.

Receive all the WFP food and non-food commodities;
- Report on the quality, quantity of the received commodities and ensure that quantities dispatched as per consignor\'s documents match with quantities received and endorse documents;
- Maintain clean and pest-free storing conditions;
- Ensure good warehousing practices;
- Supervise the off loading and stacking of the commodities, follow up tracking of the commodities in pipeline and report the same to the appropriate personnel;
- Maintain records and/or ensure that assistants assigned to the various stores keep records of the food stuff offloaded/loaded at the warehouses, adhering to the WFP systems;
- Control incoming goods both food and non-food commodities by such methods as physical counts, random weight checks, rejection of any spoiled commodity, reconditioning of underweight bags, etc;
- Sign waybills of received and dispatched cargo;
- Deliver goods on request against official and approved documentation;
- Keep updated records on stack cards, and/or computer inventory lists;
- Make periodic physical inventory checks;
- Liaise with field monitors and others on matters pertaining to logistics;
- Report on and, in consultation with others, take appropriate action for the disposal of spoilt commodities;
- Provide overall supervision and training of other staff.
- Perform other related duties as required.

Facilitation in Food Distribution to the IDPS’ of Swat, Bajaur, Dir, Mehmand Agency & Buner.
Facilitation in data entry of IDP’s.
Assessment of IDP’s for Non Food Items (NFI)
Submission of Daily and Monthly progress report and planning.