Administrative Assistant/Logistics – Regional Office

Job Summary:

Under the direct supervision of the Regional Administrative Assistant, the Administrative Assistant/Logistics is responsible for day-to-day administrative and logistical support to project activities as directed by the local office supervisor.

Duties & Responsibilities:

Logistics Support

• Ensure proper maintenance and cleanliness of project facilities, to include direct supervision of office cook, cleaners, and security personnel;

• Supervise directly the cook to provide project lunch on time, ensuring meals are prepared in a clean, hygienic environment; verifying the purchase quantities, delivery, and stocking of project purchased food items;

• Supervise, monitor, inspect, and approve payment for the work of office maintenance service providers (electrician, plumber, carpenter, etc.) engaged by the project;

• Manage project property inventory, including assigning of property tags and verifying the physical location, condition, and disposition of non-expendable items;

• Receive or obtain, review, and submit for approval project property water and electricity utility bills payments as applicable;

• Monitor generator operation and fuel levels; certifying fuel deliveries and generator maintenance contractor services received;

• Inspect regularly all office equipment and appliances to ensure proper functioning at all times; taking immediate action for repair and maintenance with supervisor advance approval;

• Coordinate staff ground and air travel, including transport and lodging; contacting main office travel coordinator as required;

• Inspect regularly all project rental vehicles for safety and compliance with vehicle rental terms, including the proper functioning air conditioners, seat belts, lighting, wear and tear of tires and other issues;

• Maintain and establish as needed logs for fuel and other supplies deliveries for periodic auditing by the Administrative Assistant as requested;

• Make direct procurement of goods and items as instructed in support of project office and other client support;

• Become familiar with all project standard operating procedures, including but not limited to: procurement, funds management, and property management and control;

• Meet regularly with the Administrative Assistant to discuss any issues or problems and to provide verbal report on the status of primary responsibilities, duties, and tasks.

Equipment, Materials, Supplies Management

• Responsible for receiving goods and materials delivered to the project, including verification, safeguarding, and accounting for all items, and distributing to the designated project staff, office unit or other identified recipient;

• Implement or establish procedures for the proper control, adequate security, and required authorizations for internal office equipment and materials release and return, including the interim assignment to staff of project GPS, digital camera, or other equipment;

• Inspect all office furniture, equipment, materials and supply storage areas to ensure proper stocking, accountability for items stored, and reconciliation, verification of inventories as applicable;

• Review and reconcile all inventory listing for items at the regional office from documentation provided by the Kabul office;

• Other tasks as may be assigned by the supervisor.

Job Requirement:

Educations:
High School diploma or higher level of education from an accredited institution

WORK EXPERIENCE:

Minimum 36 months (3 years) prior experience performing similar functions outlined in the job description
Ability to work independently and collaboratively according to the assigned task
Ability to interface between government and communities
Ability to create MS Word and MS Excel documents as required with no outside assistance; and to insert data in prepared pre-formatted documents
Excellent interpersonal skills and ability to communicate

Work experienced of USAID funded project is a clear plus.

SKILLS:

Working knowledge of English, ability to communicate clearly and coherently orally and in writing Excellent interpersonal skills, including patience diplomacy, willingness to listen and respect for colleagues
Must be capable of working both individually and as part of a team must also be able to create a supportive working relationship among all project teams

LANGUAGES:

Ability to read English at near normal speed with complete comprehension (to be tested)

Job Location: