Job Overview
- Provide administrative and logistical support to ensure the smooth implementation of project activities i.e. for training events, workshops, forums, etc; as according to the planning.
- Support the Procurement and Admin Officer in maintaining the inventory list of fixed assets and office supplies at LPK field offices.
- Perform as fixed assets and office supplies handler of HQ.
- Assist in managing the timely write-off process for fixed assets and office supplies.
- Support all contract management processes (leases, service agreements, consultant hiring, and other office-related contracts).
- Prepares renewal of administrative documents, vehicle registrations and follows up process.
- Check the usage of the motorcycle, vehicles and generator record biweekly.
- Responsible for reporting process of vehicles, generator, assets and inventory list of LPK HQ.
- Ensure that the security logbooks are checked regularly and conduct meetings with the security team to discuss their challenges and requirements.
- Coordinate and collaborate with the Operations, Technical, M&E, Finance, Warehouse, ICT and Human Resource teams to ensure effective administrative support.
- Provide administrative support to the field office focal persons and coordinate with them to ensure that administrative reports are submitted on time.
- Ensure support for the hotel booking process and travel arrangements for the HQ coordination staff.
- Prepares the procurement plan for office and kitchen supplies, have it verified by the Procurement and Admin Officer, liaises with the procurement team and follows up on order, maintain records of all orders and ensure that the correct items are procured as planned.
- Prepare procurement request forms (PRFs) and support all contract management processes, including leases, services agreements, consultant hiring, and other admin related contracts.
- Remind the Procurement and Admin Officer/ Line Manager to negotiate contract renewals in a timely manner.
- Submit advance requests and collect cash from the Finance Unit to purchase kitchen supplies, stationery, office utility bills and occasionally, advances for training, meetings, or workshops.
- Prepare admin related expenses reports, have them checked by Procurement and Admin Officer and submits it to Finance Unit.
- Prepares & provide some inputs for monthly budgets as requested by Procurement and Admin Officer.
- Ensure the submission of monthly bills and rental payments to the Finance Unit.
- Perform as petty cash handler and control the cash flow to have cost effective process under supervision of Procurement and Admin Officer.
- Develops and maintains an efficient filing system.
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