·   This position is responsible for managing day to day Procurement and Administrative matters, all related arrangements, negotiating corporate level agreements with hotels, travel agencies and fleet management, ensuring effective management in line with the donor regulations and organization policy. This position holder manages the CO general global and local insurances of assets and effectively maintains and controls all in's and out's of the assets not just in Care's custody but in Partner organizations as well as related to Care projects. This position holder also supports the procurement functions, procurement filling, processing procurement requests, updating vendor lists, office helper and other support staff.

·   This position supervises admin support functions, general admin support services, visitors handling. Operations of the telephone switchboard, receiving and dispatching mails. She/he ensures that all offices and the compound are in order and clean. She/he supervises the functions of record keeping, maintaining files of all Administration Unit functions.

·      This position will work in close partnership with program team, emergency team, finance and partnership to ensure effective management of procurement and administration resources allocated to partners, in CO and field offices (if any). It would do pro-active planning and arrangements of administration, accommodations/hotel reservations, lodging, managing all CARE assets, warehouse and stock management, ensuring physical verification and proper recording of all CARE assets in CO, FOs and with partners. 

II. RESPONSIBILITIES AND TASKS: 

Job Responsibility # 01: Admin Functions

• Initiate, coordinate and review all Admin requirements as per program budgets and in accordance with donor requirements.
• Review and finalize Admin requirements for timeliness and completeness.
• Ensure that general administration services are rendered timely to all concerned.
• Ensure that field office / partner's office are provided with necessary admin support for smooth project operations.
• Keep track of activities of concerned sections and regional offices with regard to cost effective management of resources and their maintenance and operational costs, lease, utility and security affairs etc.
• Review, negotiate and authorize all service contracts.
• Responsible to supervise Admin staff (i.e. cleaners, daycare staff etc.)
• Makes sure that position descriptions of her/his respective staff is updated regularly and submitted to the Human Resources.
• Orient, train and coaches/mentor staff. Monitor performance of the staff and gives regular feedback to the staff members and document corrective actions.
• Prepare annual leave plan, performance plan, duty rosters, duty allocation chart for his/her staff.
• Complete the annual performance appraisal, regular mentoring and coaching of admin staff.
• Coordinate and follow up for the timely adjustment of advances and payments to vendors related to admin, logistics, fleet and other operations related activities.
• In coordination with Program, PS Teams and in accordance with operations requirements arrange accommodations, facilitate travel and procure required goods and services. Assess and report on Administration requirements, plans, progress and gaps for timely corrective actions and compliance

% of Time: 25%

Job Responsibility # 02: Assets Inventory Management and storage/warehouse

• Responsible to maintain the asset/inventory records after receiving and tagging CARE assets and keep it updated according to the policies and procedures outlined in the "Property Management Manual". This will include all CARE assets in HO, FOs and with Partners.
• Updates the inventory register/database whenever there is new purchase, asset movement, asset issuance, receiving and disposal.
• Initiates process for disposal. Maintain record of asset disposal i.e. auction, donation, destruction write-off etc.
• Ensure policy implementation and guides staff on the policies and procedures for asset management to ensure that staff members adhere to the standard policy.
• Control access to the equipment and take reasonable security precautions to discourage loss and theft of items
• Establish a check-out/check-in system for attractive property items and items that are used by multiple employees (for example, cameras, laptops etc
• Ensure that CARE's property is adequately insured Globally and locally.
• Establish and maintain practices for the maintenance of equipment to include preventive maintenance and corrective repair to ensure that equipment is kept in good working condition
• Ensure maintenance of generators and vehicles occurs as per schedule and that repairs are carried out in an effective and timely manner in coordination with technical staff and outsourced company for timely response to reduce downtime.
• Compile reports for the "Global Risk Insurance" and ensure that all assets and properties are covered against losses/damages this needs to submit to Procurement Senior Specialist on regularly basis.
• Reconcile the list of CARE assets and property on quarterly basis against the records including partner's and compile comprehensive CARE assets report.
• Ensure that temporary loans of property and equipment to other external entities are documented, and make sure items are returned.
• Keep record of warranties and plans maintenance accordingly.
• Arrangement of accommodation and air ticketing.
• Responsible for maintaining the stock register (warehouse items) and make sure it is regularly updated in coordination with the Warehouse staff as required.
• Promptly report damage/loss to supervisor and/or budget holder in a timely manner.
• Compile regular reports on weekly and monthly basis pertaining to warehouse and assets.
• Prepare monthly cash forecast and consolidate information from Program support units i.e. Ops/Admin, Procurement, and Logistics.
• Arrange transport services for movement of goods for projects and during emergency response through frame agreements with vendors.

% of Time: 15%

Job Responsibility # 03: Capacity building:

• Conduct capacity assessment exercise of CARE and Partner staff and develop and coordinate plans for CARE staff and sub-grantee capacity development on admin, procurement and assets management.
• Convene capacity building events on operations including admin, warehouse and    assets management.
• Coordinate with field teams on orientation sessions of CARE and Partner staff.

%of Time: 10%

Job Responsibility #4: Procurement:

• Maintains continuous dialogue with the requesting parties, emergency team & finance staff to foster smooth communication and efficient procurement process.
• Prepare & Maintain separate record of all procurement processes for easy access
• Coordinate with Logistic and Vendors for timely delivery of items, inspections and payment.
• Prepare payment vouchers for procurement transactions with complete supporting document and ensure timely release of payments to vendors
• Ensure timely preparation of GRN (receipts) and maintain systematic record of all emergency transactions.
• Maintains a closer relationship with emergency team and other stakeholders through written communication and provide information on priorities, specifications and deliveries;
• Makes regular visits to field areas/vendors to ensure meeting procurement needs on time
• Liaise with local suppliers/vendors to ensure compliance of CARE Procurement Code of Conduct and adherence to RFQ/PO terms and conditions.
• Liaise with medicine/medical equipment/contractors and construction related vendors/companies
• Liaise with partner office to ensure compliance of CARE Code of Conduct on Assets  
• Management i.e. handing taking over. Maintains an up to date vendor list of classified suppliers in Pakistan and makes it available all the time.
• Ensures that Purchase Requests from all units are registered, filed and classified systematically through providing then copy for record and internally filed in procurement/operations process/vendor file.
• Ensures that all relevant information on completed purchases are filed properly and systematically Prepares weekly reports on on-going and completed procurement and operations processes and inform concerned sections regularly and maintain separate record in files for reference:
• Responds adequately and timely to finance unit queries and resolve them appropriately;
• Provides daily status verbal report to his/her direct supervisor on the progress of procurement priorities.

% of Time: 45%

Job Responsibility #5:  Perform other duties as assigned.

% of Time: 5%

III.             PROBLEM SOLVING (Thinking Environment)

Why things are done is known, but what has to be done and how to do it are not defined.  Situations are variable and the incumbent’s response will involve analysis, problem definition, development of alternatives, and making recommendations.  He or she will face and address problems that are typically non-recurring.

IV.  QUALIFICATIONS (KNOW HOW)

Indicate the minimum required level of education, experience, and skills necessary to qualify for the position and fulfill the organization's expectations for job performance.  Also include the education, experience, and skills desired for the position

A) EDUCATION/TRAINING

University degree in Management, Finance or Administration or equivalent combination of education and work experience.

B) EXPERIENCE –

4-6 years proven and relevant work experience of administration, procurement, asset inventory management, etc. in Development sector preferably in an INGO

C) TECHNICAL SKILLS

Required:

·         Good planning, organizational, and analytical skills in admin, operations and procurement

management;

·         Ability to prioritize workload whilst maintaining a high standard of work;

·         Able to take initiative and team work approach

·         Fluency in English language and written communication;

·         Ability to effectively liaise with key external clients, and other relevant stakeholders;

·         Firm belief in teamwork, gender equality, participatory approach and sustainable development.

·         Presentation and training skills

Desired:

·         Knowledge of working in sophisticated financial software.

·         Operation and sub-grantees management skills

D) COMPETENCIES

Respect, accountability, delegating, stress tolerance, problem solving, adaptability, interpersonal skills, information monitoring, planning, team building and organizing.

V. FREEDOM TO ACT

A) General Accountability:

The incumbent has the prime responsibility for the assigned activities. H/She has the authority to decide the admin staff’s duties, leaves etc. The incumbent can recommend staffing level to his/her supervisor for further consideration.

B) Financial Accountability:

Decisions made by the position holder have significant financial impact. Procurements and assets management involves financial commitment. Job holder is accountable to maintain accurate records of assets, procurement, fuel consumption for generators and makes sure that there is no misuse. H/She is not the budget holder in the unit.

V. CONTACTS/KEY RELATIONSHIPS:

The position has a working relations with all Program and Program support staff including Field office/Regional Office staff. She/he coordinates with vendors/contractors and other govt. and local offices.

VI. WORKING CONDITIONS

The position is located in Islamabad with 20% travel to field offices.