Admin, Logistics & HR Coordinator At Qatar Charity

Functional Title: Admin, Logistics & HR Coordinator
Base Location: Country Office, Lalitpur with frequent field visits
Reporting to: Country Director
Salary: Negotiable based on experience and qualification.

Purpose of the Position

The Admin, Logistics & HR Coordinator will be responsible for managing the administrative, logistic, and human resource activities of the organization. This includes overseeing office operations, managing supply chains, and procurements, organizing events, and managing HR policies and procedures. Admin, Logistic & HR Coordinator will work in coordination with Finance and Program unit to ensure consistent service delivery and report to Country Director.

Major responsibilities

Administration:

• Manage the day-to-day administrative operations of the organization, including managing calendars, scheduling appointments, maintaining files, organizing meetings, and safety of the workspace,
• Manage inventory and order supplies, equipment, and other materials necessary for the smooth running of the office,
• Ensure the office is running efficiently by maintaining office equipment, coordinating office repairs, and communicating with building management as needed,
• Plan and coordinate logistics for events, meetings, and conferences and minutes taking and sharing to relevant authorities and entity,
• Coordinate logistical support for events, meetings, and travel arrangements for staff and guests,
• Handle front office communication and correspondence,
• Assist and support processing the payment as and when required,
• Establish and maintain positive working relationships with others both internally and externally to achieve QC objectives,
• Support to Admin/Finance department in handling administrative and finance operations including drafting vendor contracts,

Procurement:

• Take part in the procurement of goods and services following to the QC procurement policy and procedures,
• Properly record Purchase Request (PR), update purchase register and produce the report on a quarterly basis,
• Draft advert for call for EOI, vacancy announcement and publish them in newspaper and job portal,
• Support to Procurement Committee (PC), arrange a meeting, draft decision notes, and ensure approval of every procurement,
• Coordinate with team and prepare annual procurement plan and implement procurement process effectively,
• Update the vendor register, initiate framework agreement on regular services and supplies,
• Maintain supplies by checking stock to determine inventory level, anticipating needed supplies, and placing orders for supplies,
• Process the Payment Order to Finance and ensure relevant supporting documents are attached.
• Support to the partners in procurement process with respect to QC procedures.
• Capacity building of partners in procurement.

Human Resource:

• Develop and implement HR policies and procedures to ensure compliance with labor laws and organizational policies,
• Assist with recruitment activities such as job postings, resume screening, scheduling interviews, and onboarding new employees,
• Administer employee benefits programs and maintain accurate records of employee data,
• Provide support to employees on HR-related matters such as performance management, career development, and employee relations,
• Provide support to employees on HR-related issues, including benefits, payroll, and leave management,
• Collaborate with other departments to ensure effective communication and coordination of activities,
• Maintain employee files and ensure compliance with data protection regulations,
• Participate in the development of the organization’s strategic plans and initiatives,
• Ensure staff and asset insurance and up to date.
• Ensure time sheet, leave records, and produce annual summary reports.
• Perform other duties as assigned.

Education & qualification:

• At least a Masters’ degree in business administration, human resources, supply chain management, or a related field.
• Minimum of 4 years of experience in a similar role.
• Knowledge of HR policies and procedures, employment laws, and regulations.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Package and other relevant software.
• Ability to work independently and as part of a team.
• Detail-oriented and able to maintain accuracy in data entry and record-keeping.

Language

• Proficient in English, both spoken and written, while additional edge /marks will be given for (Arabic proficiency / working knowledge).

Others

• Females are encouraged to apply.