Administrative/Log Assistant

Position: Administrative/Log Assistant
Department: Operations
Reports to: HR/Admin. Manager
Location: Morobo
Date: June 2011
Role:
Reporting to the HR Manager, he/she will primarily conduct all administrative and logistics duties at the field office.
Specifically, the Administrative/Logistics Assistant will perform the following duties:
I – Administrative Duties:
• Ensure proper maintenance of CHF field offices at all times.
• Record and maintain inventory of all assets at the field office
• Ensure all assets are maintained in good working order.
• Assist in the reconciliation of advances and expenses in field offices.
• Assist in monthly preparation of the timesheets for subordinate staff (drivers and cleaners) and send to the HR/Admin. Manager.
• Assist the HR/Admin. Manager in preparing documentation relating to programme staff movement, travel approvals, flight bookings, per-diem requests, leave requests and medical reports.
• Assist HR/Admin. Manager in tracking leave, compensation time and utilization of medical benefits.
• Maintain communication channels with head office Juba.
• Any other duties that may be assigned from time to time by the HR Manager or his designate.
II – Logistics Duties:
• Taking direction from the Logistic Officer, assist in the verification of PRs and program expenditure.
• Take delivery of all procured goods and ensure they comply with the order specifications.
• Ensure field premises are properly maintained.
• Ensure that CHF field compound is secure at all times (fences repaired, bulbs working, etc.)
• Ensure the adequate supply of drinking and sanitation water at all times.
• Maintain an inventory of all CHF assets in the field office including their ID numbers, registration numbers, specifications and any codes relevant to that particular item.
• Arrange for the maintenance of any equipment or property that needs attention.
• Ensure vehicles and drivers have proper, valid documentation, such driving licenses, car registration documents, insurance, log-books, etc.

III - Procurement and Finances:

• Prepare and maintain Quotations (verbal and written), Bid Analysis, Purchase Requests, Purchase Orders, and Delivery Reports.
• Maintain up to date lists of suppliers and price lists for commonly procured commodities.
• When carrying out local purchases of food items, coordinate the quality control, transport, filling in of documents (ie waybills) and handling from the supplier to a CHF storage.
• Maintain a shortlist of local transporters, including contact numbers and rates for transport.
• Any other duties that may be assigned from time to time by the HR/Administrative Manager or his designate.



Required Qualification:

• He/She should be a holder of university degree of relevant field.
• Should have worked with NGOs in similar field with not less than two to three years in administration.
• Ability to negotiate with government officials, UN and other agencies, local community representatives of the area.
• Able to work independently and meet deadlines yet effectively carry out administration and logistic work.
• Knowledge in computer skills.


Must be a Sudanese to be considered
*Female Candidates are highly encouraged*

Please submit applications to George Loris at georgeloris@chfsudan.org or drop it off at CHF International Compound, Hai Malakal, Juba South Sudan office (close to Queen of Sheba Restaurant). Applications are due Thursday, June 30th at 5:00 pm. Shortlisted candidates will be posted outside the CHF office or contacted directly.