Administration Officer – Bossaso and Badhan at CARE

Job Summary

Duration: One (1) Year- Fixed Term

Starting date: As soon As Possible

The main purpose of this position is to manage all aspects of general office administration, Asset/ materials Management, Flight and cargo bookings, equipment management and maintenance, office supplies and stores management including the main stores for drugs, nutrition supplies, WASH NFIs in both Bossaso and Badhan. The position is to provide efficient, quality and timely support services within the remit of this job.

The incumbent works closely with the other programme support staff in Bossaso and Badhan, to achieve the operational goals of the organisation and ensure compliance with CARE USA and Donor rules and regulations in the above areas.

Specific Responsibilities

STORES MANAGEMENT

· Overseeing the day-to-day operations of the stores in Bossaso and Badhan.

· Responsible for receiving and checking all deliveries as per the store documentations.

· Supervise cleanliness of the stores including the main stores for drugs, nutrition supplies, WASH NFIs in both locations

· Ensure adequate record keeping and manage all documentation to confirm proper stock levels and maintain inventory control.

· Monitors complete stock usage, to provide pro-active advice to the respective program teams to ensure smooth stock management.

· Verify documents such as waybill details accordingly

· Plan the loading/unloading and storing process, checking the store spaces to allocate the appropriate casuals if/when needed.

· To ensure compliance with all the safety procedures of the warehouse consult with the respective program team to ensure storage is well managed.

· Keep records on the use and/or damage of stock or stock handling equipment

· Examine and inspect stock items for war or defects, reporting any damage to the respective team.

· Process stock requisitions and issue stock items, attending any discrepancies where necessary

· Record all stock movements from stores and update the stock list

· Preparation and submission of timely report (stock list, stock movement etc)

· Arrange transport and dispatch of goods

· Assist with disposal of damaged and/or absolute items with consultation of the respective program team

PROPERTY AND ASSET MANAGEMENT

· Assist in monitoring the proper usage, safe custody and movement of sub office equipment and supplies, ensuring that proper records are maintained.

· Assist in following up on repairs/ maintenance of equipment, ensure timely repairs and proper record keeping of the repairs/maintenance.

· Keep and maintain proper inventory of Sub office assets and supplies including those of projects under the sub office.

· Ensure that periodic physical counts are conducted as per policy and sign off on the physical counts are obtained.

· Ensure that all property documentation is timely updated and maintained i.e. transfer forms, disposal forms etc

· Follow up on property disposals and ensure that they are carried out in accordance with the Property Management guidelines and that appropriate approvals are obtained.

· Ensure all property held by separating staff are handed back.

· Ensure CARE property is properly handled, stored and adequately safe guarded.

GENERAL ADMINISTRATION

· Ensure proper understanding and adherence to donor and CARE rules and regulations and that all administrative processes are completed timely and have sufficient and accurate supporting documentation.

· Ensure that supplies are received and cleared with customs as appropriate

· Prepare summary of electricity, water, telephone bills for payments

· Deal with all organizational and logistics requirements pertaining to workshops, meetings and consultant visits

· Organise dispatch of goods and equipment as per requirement, ensuring that documents accompanying dispatches such as packing lists and waybills are correctly filled and signed.

· Assist in organising necessary customs documentation required to facilitate receipt and transportation of supplies

· Line manage office cleaner/cook.

· Assist CARE staff/visitors in making visa/transit and permit applications

· Ensure that there is a proper filing system that is maintained regularly with records kept properly and updated frequently

· Ensure that the ground and the entire office and stores compound is maintained and kept clean

STAFF AIR TRAVEL

· Responsible for local transportation of staff and visitors between South Central Somalia, d Puntland in collaboration with those who does the same activities in the CO. This includes all personnel flight bookings when necessary.

· Oversee all flight bookings for staff/visitors/cargo for the sub office, ensuring that this is done in a timely and efficient manner and that staff and other offices are informed accordingly on such bookings and ETA details.

· Ensure that all logistical and administrative support is in place well in advance for those that departs and for those that are arriving (documentations, visas etc, a well conditioned car is hired, SPUs are organised 48 hrs in advance, communications facilities are in place, etc)

TRANSPORT MANAGEMENT

· Responsible for the transportation of parcels/cargo at the sub office level.

· Responsible for the transportation of project supplies within the CO

· Confirm the receipt of all goods and material to handing them over to the respective staff member

· Ensure availability of appropriate First Aid Kits in vehicles with non-expired contents.

· Ensure vehicles have valid insurances, drivers have valid driving license, insurance claims are processed in a timely, maintenance and surviving is achieved in a timely manner

· Monitor vehicle log sheet on a weekly/monthly basis

REQUIRED QUALIFICATIONS

Education/Training

Bsc in administration Management certificate/Diploma in Administration management

Experience

At least two years experience and exposure to Administration environment in a similar setting.

Technical Skills and Core Competencies

· Excellent analytical, negotiating, communication skills: skilful and creating relationships at government level.

· Initiative and problem-solving skills

· Honest, diplomatic and of positive attitude

· Ability to take initiative where appropriate to deal with difficulties encountered in daily work

· Ability to adapt or change priorities according to the changing demands of the job

KEY RELATIONSHIPS

INTERNAL CONTACTS

· Senior Administration Officer and the Head of Office

· CO Admin and other program support staff in all locations

· Country Office Program Staff, consultants/visitors

EXTERNAL CONTACTS

· Vendors

· Government Agencies

· CI members

· Somalia stakeholders

EXTERNAL CONTACTS

· Vendors

· Government Agencies