Admin Log Assistant

Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association:

http://www.handicap-international.org/
In Tripoli, Handicap International is working together with the Libyan Mine Action Center (LibMAC) on information and sensitization of civilian people on the risks linked to explosive remnants of war (ERW), unexploded ordnances and misuse of small arms light weapons (SALW).

Mission

To follow up site's logistics and Admin for the smooth-running of the programme in compliance with Handicap International's internal regulations.
Based in Tripoli under direct responsibility of the Base Manager and functional link and supervision of Administrator / Logistician, in close collaboration with Project Satff

Job Location

Name

Post

Tripoli Office

Admin Log Assistant

Function Grade:

Working Hours

08.30hrs to 16.30hrs (Sunday – Thursday)

Reports to:

Base Manager

Effective Date:

TYPE OF CONTRACT:

Fixed term

Mission

To follow up site's logistics and Admin for the smooth-running of the programme in compliance with Handicap International's internal regulations.

Base in Tripoli under direct responsibility of the Base Manager and functional link and supervision of Log/Admin Coordinator, in close collaboration with Project Staff

Main internal interfaces

1. Base Manager (Line manager)

2. Log/Admin Coordinator (Supervisor)

3. Project Manager(s)

4. Project Officers

5. All staffs

Main external interfaces

1. Suppliers

2. Custom Authority

As Admin :

Responsibility_1 General administrative tasks

· Archive and Secure the staff data privacy at all stage

· Daily report all kind of issues to the Base Manager

· Daily check the attendance of employees and communicate it to the Base Manager

· Guarantee that the administrative procedures are followed

· Check the presence of administrative documents in all vehicle and offices

· Ensure communication and information sharing in the office

· Ensure secretary / translation tasks (letters, phone, e-mails)

Responsibility_2 Accountancy C07

· Register all movements in the excel sheet and/or in the accounting software, using the allocation codes indicated on the commitment authorization slip.

· Check that allocation codes on the commitment authorization slip are matching with the codes indicated on the Purchase Request

· Select the account codes based on the accounts list provided by HI headquarters

· Respond to accountancy comments sent by HQ accountant and take appropriate measure for the following months

· Prepare all requested documents for the monthly accountancy closure

Responsibility_3 Human Resources

· Follow up the base local staff personal files (personal data, contracts, holidays request...)

· Archive every hard document (contracts, CVs, general information, leave requests, warnings, work certificates, ID cards) in every staff folder.

· Following up the attendance of the local personnel, the working schedule and the reporting of the activities related to it.

· Production and delivery and filing of staff contracts, under strict supervision of the Base Manager.

As Logistics :

Responsibility_1: Follow up the Local procurement organization

Aim: To cover the base logistical needs for materials, equipment and services

Benchmarks: compliance with supply management procedures, security of supply; quality of purchases/invitation to tender; quality of the transport of merchandise;; regularity and pertinence of updates to the supplier data base, quality of the monitoring of Purchase and Service Requests; project team’s satisfaction with the management of purchases

Activities:

• Involving in setting procurement plan setting in collaboration with Base Manager and project Staffs
• Analyzing the local market and keep an up-to-date database of local and regional suppliers that satisfy the association's criteria (quality, price, service, ethics) and needs
• Organize local procurement process according authorized PSR in line with HI Purchasing procedure within accountability, transparency
• Maintain Supply records of Purchase monitoring Chart
• Organize local transportation of merchandise: choice of transport and packing, planning and monitoring of consignments, administrative and customs clearance formalities
• Organize any distribution of merchandise for the projects

· Makes sure that goods and services provided comply with the request (quality, quantity, price, deadline, origin, etc.)

· Receives the invoice, and asks for validation of the payment approval by the Budget Manager and attaches a copy of the Purchase and Service Request for transmission to the Base Manager.

Responsibility_2 : Follow up Site stock organization

Aim: To unsure the base stock follow up are properly maintain

Benchmarks: compliance with stock management procedures, quality and security of stock quality of the transport of merchandise ; the availability of relevant stock, conditional maintain of Stock card, regularity and pertinence of updates to Stock Monitoring Chart, quality of the monitoring of stock distribution, the quality of stock inventory exercises, project team’s satisfaction with the management of Stock

Activities:

• Involving in identification of stock need in collaboration with project manager, Base Manager and Logistic/Admin coordinator
• Follow up and update the Stock cards in according receiving or releasing stock movement
• Update monthly stock report base on Stock Card and transmitted to Base Manager.
• Organize the physical management of stocks
• Organize the periodic inventory stock take or reconciliation
• organize periodic stock controls; Stock Card and stock monitoring chart
• manage the flow of merchandise
• Organize stock distribution of merchandise for the projects
• Provide the relevant information and report on stock to Project managers or relevant owner of stock

Responsibility_3: Organize the site vehicles and use and the management of any other means of transport in line with internal regulations and the security plan

Aim: To provide safe means of transport for the smooth running of activities

Benchmark: quality of the management of vehicles and other means of transport; Quality of vehicle fuel consumption monitoring; quality of maintenance; efficiency of the user schedules; quality of fuel supply monitoring, user satisfaction

Activities:

• Implementing rules for the management of vehicles and other means of transport
• Follow up Schedule and reservation of other means of transport
• Organize Vehicle allocation and monitor the vehicle logbook movement
• Follow up vehicle maintenance, repair and other servicing required
• Monitor of vehicle use, movement and monthly vehicle consumption
• To follow up the daily check up of the vehicle logbook
• Managing the supply of fuel for the vehicles
• Provide vehicle minimum standard kits, tools and document
• To be involved directly in the process of rental vehicle identification.
• Assisting the Base Manager to maintain the Fleet Monitoring Chart report

Responsibility_4: Assisting the organization of site technical equipment

Aim: To provide sufficient and efficient professional assistances in equipment organization to facilitate the running of the programme

Benchmarks: Quality of Equipment monitoring and allocation, computer and software adapted to the programme's needs; data security (back-ups); rate of servicing of computers and equipment in general; implementing of equipment management procedures

Activities:

· Organize any the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication, etc.).

• Producing documents recording the withdrawal of each piece of equipment from stock
• To assist the equipment allocation in collaboration with Base Manager and Project Manager
• To assist Base Manager in regular Equipment Physical verification Exercise
• To be involve in identifying and suggesting adapted equipment to the Base Manager

Responsibility_5 : Provides general premises supply / services and facilities (Office and accommodation)

Aim: To provide a reliable, secure and comfortable office and living premises for the staffs within good facilities or in working order.

Benchmarks: quality of security of the premises and storage; quality of the search for premises and storage; quality of the management of premises and storage and the availability of office and accommodation supplies

Activities:

• Provide the office and accommodation supplies
• To carry out the fitting out, servicing and maintenance of the premises exercise
• Provide the logistical organization of project seminars and training
• Assist the security of the premises (locks, guards, etc.)
• Assist the process of Seeking and identifying potential premises for office / accommodation and warehouse for storage

Responsibility_6: Organize base Logistic administrative filing system and reporting

Aim: the existence of logistic archiving for manual –computerize and report

Benchmarks: Quality of report and filing system to track all information of historical logistic function

Activities:

• Organizing the archive folder for Purchase and stock file are handled in both of manual and computerize
• Maintain continually the PSR file, PSR Monitoring Chart, stock card file and Stock Monitoring Chart
• Periodic review or internal check up of PSR file
• Submit the PSR and Stock Monitoring Chart monthly to Base Manager
• Submit the monthly vehicle consumption report to Base Manager

Knowledge required

1. Good computer operating skills (excel + word)
2. Knowledge on procurement, stock and supply distribution organization
3. Knowledge on custom clearance organization
4. Knowledge on local market

5. Experience working with multicultural teams

6. A communicative English

Skills required

Essential

1. Reliability

2. Anticipation

3 accountability

4. Organisation

5. Reactivity

6. Communication

7. Team worker

8. Discretion

6Flexibility

HOW TO APPLY:

PROFILE REQUIRED:

Libya national

No double job

Location: Tripoli

Weekly hours: 40

Line Manager: Base Manager

Type of contract: Fixed term

Schedule: Sunday to Thursday from 08.30 to 16.30 including one hour lunch break (13.00 to 14.00)

The employee certifies her agreement to the terms and conditions of this job description. It is a full part of her/his contract signed with Handicap International.

THE SUCCESSFUL CANDIDATE

You will have previous experience in Administration and logistics work. You will be diplomatic and possess strong communication and interpersonal skills. You will be sensitive to the needs of vulnerable groups. You will be fluent in English (written and spoken) and Arabic.

Should possess initiative, good communication skills, strong analytical skills and the ability to support others, evaluate and negotiate appropriate options and ability to work under pressure.

A PLUS: previous experience with logistics and Admin positions is well required

The position is based at Tripoli, Libya but professional travels abroad to be requested from time to time

Handicap International is an equal opportunity employer

Please send your CV and cover letter by email, with the subject reference “Admin Log Assistant”

To: job.libya.hi@gmail.com

Application closing date is 10 Feb 2016.

Only short-listed candidates will be called for an interview and testing.