Administration and Logistics Officer

ABOUT Relief International:

Relief International (RI) is a leading nonprofit organization working in 16 countries to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises and chronic poverty.

Relief International combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships, and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them.

RI includes the four corporate members of the RI Alliance: RI-US, RI-UK, MRCA/RI-France and RI-Europe. Under our alliance agreement, we operate as a single, shared management structure.

RI is seeking to hire: Administration and Logistics Officer

Position Summary:

Under the direct supervision of the WoS Supply Chain and Operations Coordinator, the Admin/ logistics Officer will provide support in executing the full range of services to WoS team, Admin/ logistics officer will act as the point of contact for all employees (national & Internationals), providing administrative and logistical support and managing their queries. Main duties include travel arrangements and visas for staff, office supplies, managing office Assets, and stock, and preparing regular reports (e.g. Asset reports, expenses, and office budgets), in addition to conducting local procurement and participating in international procurement when it is requested.

Position Duties and Responsibilities:

Administration:

• Welcomes and directs WoS visitors and new staff; by maintaining employee and department directories; giving instructions and ensuring to send RI welcome packages for new joining staff or visitors, to ensure visit arrangements are in place.
• Maintains safe and clean reception area by complying with procedures, rules, and regulations and performing proper supervision of the office keeper.
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Follow up on hotel bookings for WoS visitors, keep track on the Hotel contracts, and follow up on the extensions and the new contracting processes.
• Maintain efficient airport pick-up and drop-off arrangements for staff/visitors and perform proper supervision of the driver and fleet management.
• Manage staff Visas, work permits, and residence permits for WoS staff when needed and keep an updated tracker of the permits, and visas.
• Act as a focal point for staff international movement and make sure to update and coordinate with the hubs team for the staff movements.
• Maintain and update the staff movement tracker in coordination with the safety and security team.
• Maintain Petty Cash for small purchases mainly related to office maintenance, service fees, meeting arrangements…etc.
• Maintains telecommunication system is in place by following net service providers’ instructions for the mobile phone network and internet services.
• Premises management; follow up on any maintenance issues for general repair (heating and air conditioning, Electricity, water…. etc) and ensure the security equipment are available and in good condition for use. and track the lease contracts.
• Any other duties as requested.

Logistics:

• Monitoring, tracking, and maintaining office assets, equipment, and inventory. Controlling and tracking the Assets, updating the Asset tracking sheet, following up the asset transaction, maintaining the assignment form for the staff, generating, and ensuring the submission of the required monthly reports (Asset, Inventory Fleet and trackers..etc).
• Supervise the fleet; follow up with the vehicle movement to ensure all movement complies with RI regulations, control the vehicle maintenance and fuel consumption and ensure the update of the Logbook as standards, follow up the vehicle rental contract, insurance and registration.
• Maintain regular reports for fleet management. Prepare fuel consumption and maintenance reports on a monthly basis.
• Handle office supplies procurement in the coordination of the procurement unit, prepare the RFQs, and communicate with suppliers and service providers.
• Participate and support the procurement team in international medical procurement (Pharmaceuticals, Medical consumables, and Equipment)
• Maintain an updated Vendor list.
• Ensure proper archiving and filing of the documents for later easy access.
• Any other duties as requested

Team management:

• Supervise one office keeper and one admin assistant-driver and ensure they meet their responsibilities.
• Set SMART goals and ensure the team is achieving the set goals and conduct an annual performance review.

Qualifications &Skills Requirement :
1. Bachelor's degree in Business administration or any related field.
2. minimum 2-3 years experience.
3. work under pressure and have teamwork skills.
4. has knowledge of the work permit and residency issues for international staff.
5. Excellent English verbal and written communication skills
6. Strong working knowledge of Microsoft office.
7. Ability to multitask, prioritize, and manage time efficiently.

RI Values:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality and operational independence. We affirmatively engage the most vulnerable communities.

We value:

• Inclusiveness
• Transparency and accountability
• Agility and innovation
• Collaboration
• Sustainability

Relief International is committed to protecting our staff and the communities we work with from abuse and harm including sexual exploitation, sexual abuse, and sexual harassment.

All staff are expected to abide by our Code of Conduct.

RI Has a zero-tolerance policy towards any behavior that violates its code of conduct, including sexual harassment, exploitation, abuse, as well as lack of integrity, corruption, and fraud. RI also adheres to strict safeguarding principles.

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