Administration – office and team house: - Managing leases – negotiating on renewal, renewal in advance of expiry, submitting rent payments.
- Managing the set-up and exiting of new properties.
- Management of office complex.
- Management of team house for LM International staff.
- Process payment for lease agreements
- Maintain a contract tracker for all leases for office, team house and warehouse.
- Ensuring that supplies are always available in team house
- Management of office supplies e.g. water, tea, coffee, stationery, cleaning materials and submit monthly reports
- Ensuring that the office is kept clean and tidy.
- Scheduling repairs and maintenance by property, with engagement with landlords when necessary
- Meeting landlords to resolve recurring problems
- Maintaining the key safe
- Assist in Budget preparation and expense management for project activities
- Maintaining soft and hard copy records for Administration
- Act as a point of contact for information and responding to enquiries by telephone, email, text, and in person by local residents
- Ensuring that hotel accommodation is booked, and airport pick-up and drop-off scheduled
- Management of security guards schedule
- Ensuring the office has a fully stocked and in-date first aid kit
- Track usage of items from the first aid kit
- Keeping fire procedures up to date
- Ensuring that fire extinguishers are serviced and refilled on a rotational basis
- Holding regular fire drills
- Line manage the Drivers and the cleaners
- Carrying out PDRs for staff
Procurement and Logistics: - Ensure that all procurement related activities are well documented, are complying to all procurement frameworks
- Prepare tender documents for purposes of soliciting bids/tenders from contractors for the said project
- Being responsible for preparing RFQs, etc. for review and approval before sharing with potential vendors.
- Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the Procurement policies and procedures.
- Goods purchase Requests: Responsible to receive, review, and accept or feedback with comments/ receipt acknowledgement to the requesters; responsible to forward the reviewed and accepted PR for inclusion in the tracking sheet. Produce the monthly procurement tracker
- Payments to supplier/contractors: Responsible to prepare request for payment and follow up with finance until payment is made.
- Follow up with the Procurement Committee: in case of simplified or selective quotation, follow up with the committee, to get their recommendation (CBA) approved, and process approval of the PO …etc.
- Ensuring that the right and appropriate contract is prepared, reviewed and duly approved upon selection of a vendor/supplier
- Ensure all vehicles are always mechanically sound and in good condition according to drivers standing instructions.
- Consolidate staff movement plans after following with staff to submit their weekly movement plans.
- Allocate vehicles by ensuring they are assigned as per program needs and that the vehicles are fuelled on specified days and fuel litters recorded in the logbook.
- Prepare and follow up arrangements for transport of goods and material from and to the field office.
- Prepare procurement, warehouse & fleet monthly reports.
- Stores Management: Responsible of Stores/warehouses management (all stores in Red Sea), including maintaining proper store records, proper stacking, proper ventilation, proper safety and security measures, etc.
- Good Receipt Note (GRN): Responsible of the process of Good & supplies receipts and issuance of GRN.
- Perform and supervise the Periodical Physical Asset inventory and Maintain and update inventory assets register (including tagging and receiving assets disposal forms).
HR Support: - Prepare monthly Payroll updates sheet ensuring staff changes (new hires, terminations etc.) are accurately reflected on HR Monthly report.
- Provide counselling on policies and procedures
- Provide support for recruitment of national staff. This includes posting the advertisement, providing long-listing and short-listing of the applicants, coordinate interviews schedule.
- Ensure that all the requirements for recruiting a staff, including satisfactory reference check is met prior to the offer being given to the candidate.
- Create and implement effective onboarding plans
- Assist in performance management processes
- Support the management of disciplinary and grievance issues
- Maintain employee records (attendance, etc.) according to policy and legal requirements
- Ensure staff timesheets and attendance are accurate and submitted to Khartoum office on monthly basis for payroll processing
- Update the internal reporting of HR to be verified by Khartoum office and disseminate all LM International rules and regulations to the staff.
- Manage the Medical allowance refund process.
- Ensure that staff contact list is updated on a weekly basis
- Ensure high confidentiality is maintained in the work performed.
Others: - Perform any other related duties assigned by Line Manager.
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