Job Detail

Job Purpose:

Under the direct supervision and guidance of Admin & Logistics Manager, the Admin & Logistics Assistant serves and support the WCUK all Admin & Logistics activities in line with the organization set forth Procurement, Logistics and Admin policies and procedures. The ALA assures providing extensive and day to day Supply, Logistics, Admin and Fleet Management support to all Badghis / Ghor office functions and ensuring all procedures including the one from donors are compliant by staff carrying out different activities.

Job Description:

The Duties and responsibilities may include but not limited to:

Procurement:

• Procure quality goods and services in compliance with War Child’s procurement policies and procedures, including Purchase Committee proceedings/results.
• Conduct market surveys of regularly purchased goods / supplies and maintain a preferred vendors database and price lists. Share information with Purchase Committee for relevant purchasing decisions.
• Negotiate price, deadlines and methods of delivery with vendors. for favorable rates, including preferred rates with select vendors.
• Ensure that relationships with suppliers are monitored based on procedures.
• Establish vendor Personal files and update from time to time based on the WCUK standard checklist.
• Compose and archive purchase orders and maintain accurate documentation on vendors, quotes, and purchase orders in a timely manner.
• Verify and process quotes request and order forms without delays.
• Prepare accurate monthly procurement reports and share with SMT for feedback.
• Ensure that Goods/Services Receipt, Purchase Requisition, Purchase Order are recorded, and bills for payment with finance have appropriate approvals.
• Prepare the required documentation of supplies and transactions are completed to War Child standards.
• Preparation of status reports on deliveries and recipient of supplies.
• Supervise the maintenance and securing of warehouses and storage conditions of Program inventories as per applicable procedures
• Prepare a standard Documentation and filling mechanism for WCUK Badghis / Ghor office in close coordination with Admin & Logistics Manager.
• Implement Procurement Planning for WCUK Badghis / Ghor office as per applicable projects and assist project team with procurement planning meetings and decisions.
• Closely monitor and update the PR tracker, Payment Follow up Tracker, and Contracts Register trackers and share on time reports.
• Completing procurement processes with consideration of Segregation of duties as per applicable policy.
• Provides essential support towards the implementation of relevant work plans in a specific location or area or work.
• Any other task assigned by Supervisor.

Logistics (Warehouse):

• Received goods/NFI from donor warehouses and dispatch to provinces including handling in WCUK’s warehouse.
• Receive and manage Program inventories as per applicable storage conditions in WCUK warehouse.
• Responsible for handling and documenting the receipt, handling, storage, release and reports of all inventories through the War Child UK warehouse(s).
• Handle casual laborers in the warehouse/office activities.
• On a monthly basis, work with the Logistic officer to reconcile the Warehouse register
• Conduct routine inventory inspection and submit report to Logistics head in a timely manner.
• Provide anti-corruption, transparency, and cost efficiency focus in all processes (e.g. vehicle management and Generator management and their log sheets)
• Prepare/coordinate with project managers/coordinators on the inventories of Program and share on time stock leftover tracker to plan release of the inventories. 
• Coordination of vehicle fleet and transportation unit for emergency response.
• Responsible for preparation of the required reports to support vehicle and goods payments.
• Ensure proper logbook maintained for vehicles and generators of Badghis / Ghor office.
• Monitor the office Generator fuel consumption sheet and report any misuse and waste.
• Handle the warehouse filling and archiving, additionally to manage Logistics related files as per applicable projects and donor names/codes
• Contribute to routine transportation of WCUK assets/supplies from one province to another using WCUK waybill and documenting the process and files.
• Any other task assigned by Supervisor.

Admin & IT:

• Ensuring new equipment, furniture and other assets and as well as property are stocked and properly registered into Asset Tracker, on project details and invoice.
• Asset Durable labels are assigned to all assets, attractive items and properties, and record of all items received are kept as per applicable projects before issuing to custodians and assigned users.
• Assign assets to newly hired staff and receive signed Asset Assignment Form and property maintain the document in a file based on each project.
• Responsible to ensure proper documentation of assets/equipment being issued to or returned by WCUK personnel or other agencies.
• Keep track of all War Child UK assets in the field office and update the Assets record for all asset descriptions, model, serial number, Tag number etc.
• Keep sharing on time physical asset verification reports with Herat Admin and Logistics Manager.
• Handle general office and guesthouse administrative duties, such as keep record and maintain replenishment of office supplies, and stationeries items for all project staff and guesthouse.
• Handle the WCUK Badghis / Ghor Kitchen, and restrooms supplies and keep track of the issued items.
• Organizing the WCUK meeting schedules and maintaining the booking system of the meeting room.
• Supervising cleaners/cook/and WCUK drivers and rental drivers as per applicable policies.
• Maintain IT related tasks such as assigning laptops, providing WIFI access to official devices.
• Working closely with Herat IT officer of any troubleshooting and IT related issues.
• Assist with disposal process of WCUK assets and program inventories in close coordination with Herat Admin and Logistics Manager.
• Other Office related task assign by supervisor.

Compliance:

• To ensure WCUK and donors set forth policies and procedures when carrying out all Admin & Logistics related activities on daily basis.
• To ensure and understand, and implement WCUK Procurement, Fleet, Admin, IT, and Warehouse property policies, procedures and comply the process.
• To ensure every procurement document have full package with required documents and are tracked in PFU, scanned, and put in archive files.
• To ensure procurement documents are well reviewed assuring no missing.
• To ensure and process all Procurement as per WCUK and Donor’s set forth policies and procedures and be vigilant for red flags and report and fraud and corruption in the process.
• Contribute to creating a culture committed to the safeguarding of children and adults and compliant to WCUK’s Child Safeguarding and Adults at Risk Policies.

Skills:

• Having Knowledge of MS Windows and Office installation and configuration
• Having knowledge of basic troubleshooting in electricity, internet and email.
• To have the ability to work with internal and external audits and closing findings by provision of documentations and evidences when asked. 

Our Values

 Bold

• We use our passion and creativity to deliver high quality evidence-based work designed to maximize our beneficial impact for children in conflict.

Accountable to Children:

• Children can rely on us to respond to their voices and to treat them with respect and dignity.

Transparent:

• We expect to be held to account by our supporters and beneficiaries and we respond with openness and honesty.

Committed to each other:

We support each other and our partners to achieve ambitious goals and to the best we can be we are honest and open with each other, sharing our success and confronting our challenges