1. Oversees and administers the office’s day-to-day activities; ensures compliance with office policies, procedures, and systems, which ensures productive and efficient office operation.
2. Manage and monitor the availability of accessories, equipment, stationery, office supplies, and office stock and place orders as required.
3. Fleet Management, monthly fleet logbook check/review, and periodic vehicle service check.
4. Provide full assistance in raising vehicle insurance claims and coordinate with the workshops for repairing and clearing the insurance dues.
5. Responsible for supervising the work related to the purchase of furniture, office equipment, computers, vehicles, air conditioner, and other miscellaneous items.
6. Ensure that proper fire extinguishers and first aid boxes are in all official buildings, including the office and every pool vehicle.              
7. Maintain the organization’s filing system for Admin documentation and ensure contracts (rent, utilities, and services) are updated on time.
8. Ensuring the confidentiality and security of organizational files and filing systems.
9. Ensure that operational services and contracts are maintained and renewed accordingly (building rents, utilities, internet, etc.).
10. Assist in Hotel bookings and logistic arrangements for staff and guests as and when required.
11. Maintain and troubleshoot all office equipment, including IT and Computer Equipment.
12. Assist in overseeing security guards at all the project locations and head office.
13. Will oversee issues pertinent to repairing electrical, plumbing, carpentering, construction, and other building systems;
14. Visit all organizational properties and perform evaluations and identify problems related to the building systems and inform the supervisor for rectification;
15. Facilitate acquiring quality services related to building systems;
16. Responsible for evaluating problematic building systems or facilities and determining what installation or repair services need to be performed;
17. Take appropriate action for the maintenance work required immediately in official properties in coordination with the supervisor;
18. Prepare relevant incident reports for any accidents that occur in official buildings

Focal point for managing local procurement for field office.
Manage assets, inventory, rental vehicles and warehouse related matters
Preparation of lease agreements, procurement contracts, Purchase Orders, Vehicle rental and fuel contracts, Market survey, update authorized suppliers’ list, price list.
Review and submission of monthly field logistics reports on fuel consumption, vehicle usage, inventory reports assets tracking, assets report etc.
Preparation of Procurement plan with help of Tam & Managers.
Review and submission of monthly field Supply Chain reports on fuel consumption, vehicles usage, inventory reports, asset tracking, assets reports etc.
Responsible for fleet management, Supervision of rental drivers including their duty roaster, Perdiam and Outstation/Field travel, Process all the payments related to fuel, rental vehicles on time to finance.
Arrange kitchen/janitorial supplies and keep proper record of all the supplies.
Facilitate and arrange (Boarding& Lodging)
Responsible to manage the petty cash and its timely replenishment.·          Regularly update leaves, attendance, supplies and payment records of the respective staff and vendors.
Cross-check the specification of supplies and materials along with the field engineer approved samples and properly maintained supply register on daily basis.
Closely monitors commodity end use, warehouse management and relief supplies handling
Formulates and coordinates all relief supplies control measures, supplies tracking systems, accounting systems and generally accepted commodity accounting principles to ensure compliance at all levels.
Responsible for the overall Administration, Asset, Warehouse, and Fleet Management

Human Resources

Support the organization in recruitment and selection process and ensure the organizational standard SOPs and HR Policies are followed at every step.
Ensure that newly hired staffs are provided with all the required support/facilitation from all concerned departments and keep their record updated for completion of personnel files.
Provide support to the regional office for the monthly payroll and ensure accuracy of the data.
Ensure proper file management of all HR Operations, Correspondence and documentation by coordinating field office. 
Preparation of Monthly attendance and coordination with District Project Office Finance staff for salaries and other financial matters related to employees.
Assist in dissemination of HR information to the District Project Office /Regional Office.

Administration and Logistics 

Responsible to make proper arrangements in order to facilitate and implementation of the best project administration services to the project staff.

Identification of suppliers for the procurement of local purchases


 Prepare call for expression of interest for vendors and prepare required documents

Assist the Project team in overall administration and admin and logistic related arrangements for the effective Implementation of project activities.
Organize project operation and procedures in coordination with Project Manager
Assist the Project Manager in procurement of goods and services for the project implementation.
Contract Correspondences, review and address supply requirements generated by project staff.
Responsible for submission of expense utilities bills at field office as per the procedure in coordination with Project Manager and regional office.
Ensure Appropriate filing system and documentation at each level.
Assist Project Manager in organizing training workshops at office and field level.
Perform all functions of administrative and logistic activities by following the guidelines/rules/procedures of the organization and UNICEF.
Maintain Filing, assets registers, Emails, & Correspondence of the project.
Close monitoring of the repair and maintenance of vehicles.
Making all arrangements for staff meetings.
Supervision of auxiliary staff including drivers, security guards, sweeper, attendants etc.
Manage Guards, Drivers and Logistics staff in line with good organizational practices

Make proper arrangements in order to facilitate and implementation of best project Administration services to project staff.
Assist Head Office admin team in overall admin and logistics related arrangements at field level and maintain correspondence properly.
Organize project operations and procedures in coordination with Project Manager/ District Coordinator/ and Admin and Procurement department.
Facilitate project team in procurement of goods and services for the project implementation in coordination and support of admin department.
Control correspondences, review and address supply requisitions generated by project staffs in coordination with Head Office admin team.
Responsible for verification of petty cash record and fixed asset register/Project inventory as per organizational policies and procedures at field office level.
Responsible to submission the copy of all administrative expenses and utility bills at Head Office as per procedure in coordination with Admin and Finance departments at Head Office.
Timely submission and provision of requisition generated from project staff to admin team at Head Office.
Ensure record keeping at field level for all the administrative correspondence, processes and inventory
Manage vehicle maintenance and allocation of vehicles at field level with proper log filing
Liaise with HR & Admin Manager on administrative and procurement issues
Maintain confidentiality of matters and staff at every level. 
Manage Guards, Drivers and Logistics staff in line with good organizational practices

• Identification of suppliers for the procurement of local purchases
• Prepare call for expression of interest for vendors and prepare required documents
• In accordance to MOJAZ Foundation rules and regulations for procurement, prepare draft tender documents And Local purchase order documents for submission to the management for approval.
• Support the Administration and Finance Manager in drafting/finalizing contractual agreement with the vendors
• Establish and implement a supply policy and stock management system
• Establish and implement a fleet management system ensuring documentation, vehicle logbooks, fuel Consumption and servicing protocols.
• Manage Guards, Drivers and Logistics staff in line with good organizational practices

Supervise the Logistics staff under the responsibility of the position
Manage and coordinate all Logistics and related activities and operations
Establish reports based on logistics movements and distribute them according to requirements
Ensure adequate logistic preparedness through contingency planning and continuous logistics preparedness reviews
Monitor the quantity and condition of commodity(ies) stored
Carry out regular commodity physical random checks/inventory of the warehouse
Produce regular stock lists and daily stocks position
Prepare loading plans and ensure Concern standards waybills are duly filled as applicable