Facilities Management 

• Source available, appropriate and secure office and Team House facilities to meet operational requirements
• Establish and implement a facility leasing system and procedures to facilitate operational requirements within available budget
• Allocate office space and Team House to functions and adjust based on changing needs and available budget
• Plan, establish and maintain requirements for office and Team House furniture and equipment, telephone, internet and utilities
• Establish and implement cleaning and maintenance services for all offices and Team Houses
• Establish and implement a system for procurement of office supplies and consumables
• Establish and maintain office reception services 
• Maintain updated list of contact details for WV offices, warehouses and staff, government and NGOs and distribute regularly
• Coordinate with Security to implement security requirements for office and Team House facilities including: guard services, procedures for office security and asset safekeeping, and equipment (i.e. fire extinguisher, first aid kit)​​​​​​​

Establish and implement Support service for visitors and incoming IA and family

• Provide staff and visitors with country specific information on visa, work permit and health requirements and assist them with application processes
• Liaise with functions & Government Relations Coordinator to track, manage and approve visitor plans
• Develop a comprehensive arrival and induction package including country information, details on health facilities, embassies, religious centres, recreational facilities as well as Child Protection and other required forms
• Coordinate with P&C, Security and GDT to provide new and incoming staff and visitors with administration and security briefings, ID Cards and access to communications (internet and mobile phone)
• Manage local and international travel requests for all staff and visitors
• Contract companies for air travel services and local transport and implement an appropriate monitoring system
• Develop and implement a system to facilitate airport transfers for staff and visitors
• Ensure that incoming staff and visitors are allocated to team houses or booked into hotels
• Ensure arrangement of adequate transport services for in-country staff and visitor travel, including airport transfers
• Assist Security to maintain an accurate staff movement tracking system
• Support P&C and Security in the case of a relocation or evacuation of staff as required ( i.e. organize transport, flights, accommodation and visas to designated relocation/evacuation location)

Accommodation and Meeting Services

• Identify and negotiate rates with safe and accessible hotels and venues for incoming staff and visitor accommodation and to host events 
• Develop and implement hotel accommodation procedures for incoming staff, consultants and visitors as required and facilitate payments
• Develop and implement venue booking procedures for events and facilitate payments​​​​​​​

Asset and Disposal Management

• Ensure adequate fixed asset and inventory policies & tracking systems are in place in collaboration with Finance and GTD
• Formulate, review and keep updated Disposal policy and procedure for effective management of disposal management in the organization
• Establish Disposal Committee. Train and equip Disposal Committees on disposal policies and procedures 
• Plan, review and endorse disposal proposal and advise SLT for approval
• Ensure annual verification counting of fixed asset and stock items are done at the end of fiscal year 

Fleet Management 

• Determine vehicle requirements (including security and communications requirements) and allocations to response functions and pool with Operations, Response Director and Finance
• Procure and/or rent vehicles that provide effective and safe transportation
• Coordinate with Supply Chain and Finance to develop and agree contract and MoUs with suppliers and access specialist legal support where necessary
• Recruit and train drivers including basic security training in coordination with Security function
• Develop vehicle movement schedule and manage daily allocation of pooled vehicles
• Plan and implement services for international staff transportation and visitor airport transfers 
• Ensure transport/vehicle request procedures are documented and shared with staff
• Plan and facilitate vehicle parking requirements, cleaning and maintenance, and fuel supply
• Plan for and maintain vehicle requirements in case of evacuation
• Implement log books use to ensure accurate charging to projects
• Ensure all vehicles have appropriate insurance coverage, and incidents are reported within 24 hours of the occurrence and follow up for timely settlement of the claims request

Logistics Management

• Conduct logistics assessment which considers: infrastructure, accessibility, transport, H-Corridor & logistics hubs, fuel availability, port operations, freedom of movement, customs clearance and risks. 
• Liaise with UN Logistics cluster as part of assessment process
• Liaise with Emergency Supply Chain Manager regarding pre-positioned supplies availability
• Identify immediately required supplies for office and team house supplies 
• Support Programs and Operations in program planning to ensure projects are logistically viable
• Review global HEA response learning reports for relevant logistics recommendations
• Develop Response logistics plan based on assessment, requirements, coordination & learning
• Ensure application of relevant logistical processes & procedures necessary to support the response
• Plan and execute airlift operations within response area of operations to safely transport staff and supplies due to insecurity, inaccessibility and/or large distances
• Negotiate contracts with vendors of transport, accommodation, fuel, customs agent, etc.) 
• Coordinate with the logistics cluster and other humanitarian actors on logistical updates and bottlenecks
• Identify medium and high logistics risks and define risk mitigation measures
• Determine response warehousing requirements with Operations and Programs and source cost effective and safe warehousing / storage that meets international standards
• Ensure all warehousing equipment is in place and meets warehousing standards
• Install and implement warehouse inventory and administration systems including Standard Operating Procedures (SOPs) that effectively track and monitor stock and ensure adherence to internal controls
• Manage GIK shipments with SOs and facilitate customs air-sea clearance including local authority approvals to import Goods In Kind (GIK) free of charge
• Plan with warehouse management to ensure availability of appropriate storage space

People Management:

• Determine Administration, Fleet and logistics organizational structure and staffing plan with P&C
• Work with P&C to recruit and deploy Administration fleet and logistics staffs and plan for capacity development
• Development of Administration, fleet and logistics staff to enable them meet their job and career expectations through mentorship, coaching, training and other forms of capacity building
• Does regular check-ins on performance of staffs and annual performance appraisal 
• Plan for Administration, fleet and logistics transition/integration