ACBAR

Union Aid (UA) was established by a group of Afghan philanthropists and social activists in July 1979 in Peshawar, Pakistan. Union Aid was serving Afghan Refugees and host communities living in/around refugee camps through various projects in three main sectors; health, education and skill development. UA has been providing basic health services through hospitals, Basic Health Units (BHUs), labor rooms, provision of prosthetic limbs and first aid trainings. UA facilitated Afghan Refugees in education sector through providing formal basic and higher education, skill development programs for men and women, literacy centers and scholarships.

Union Aid is actively providing regular support in humanitarian & development sectors such as, Healthcare, Nutrition, Education, Scholarships, Technical Vocational Education Trainings, Family Support Programs, Emergency Response and Support, Livelihoods, Food Security, Shelter, Construction/Rehabilitation of community level infrastructures, Environmental Protection, and WASH.

General Position Summary

Union Aid is seeking for a capable Admin and Logistics Officer for Kunar province for UA-MI/Emergency project funded by Malteser International and implemented by Union Aid. The Admin and Logistics Officer will be responsible to assure Union Aid’s policies are strictly exercised in daily activities and documents are provided accordingly. The candidate will be responsible for the implementation of rules and regulation, control efficient and effective operations and fully comply with donor requirements.

Overall responsibilities are to undertake and monitor administration and logistics works associated with UA administration and logistics management relevant workers on how to operate, to ensure that all administration and logistics matters are dealt in accordance with organizational standards and policies, this include weekly, monthly activities reports to the immediate supervisor.

Essential Job Responsibilities

Specific duties and responsibilities include, but are not limited to:

Administration:

• Organizing administrative office activities and events, including workshops, meetings and other events,
• Providing support for internal and external events, visits, contacts, and services,
• To ensure and manage the availability of accessories, equipment, stationery, office supplies and placing orders as required,
• Ensuring that operational services and contracts are maintained and renewed accordingly (rent, utilities, internet), etc.,
• Ensuring timely payments for operational costs such as rent, service fees, utilities, etc.,
• Maintaining a clean and well-organized working environment,
• Providing appropriate direction to support staff,
• Providing support for travelling and accommodation of staff.

Procurement:

• Creating and maintain a comprehensive procurement tracker which is shared on a timely basis with relevant stakeholders,
• Ensuring the quality/transparency and integrity of procurement activities and ensures that procurement activities are accountable, in compliance with UA Procurement policies and donor guidelines,
• Ensuring all procurement requests are treated in a timely and efficient manner and ensures delays are communicated promptly to the interested organization,
• Ensuring the quality of goods/services meets the specifications provided by the requester,
• Responsible for effectively and orderly filling and archiving of procurement documents,
• Ensuring that all procurements are properly documented and that files are complete, in line with UA and donor procurement guidelines  and audit requirements,
• Receiving and validates requests forms and purchase orders, based on requirements,
• Purchasing all necessary equipment and materials, respecting UA’s procedures,
• Preparing letters in Pashto/Dari to governmental department for processing the work as required,
• Performing any other tasks as assigned by line manager.

Fleet Management:

• Ensuring that vehicles and generators are regularly served and functional, including a proper recording of log books, fuel consumption and service costs,
• Ensuring safe operational use of UA fleet by implementing and respecting of UA SOP’s,
• Ensuring the rental vehicles contracts are valid and following up monthly payment requests with finance department,
• Managing and follow-up on vehicles and generators maintenance and repair.

Support Pharmacy activities:

• As a part of life saving activities in our country, the Admin and Logistics officer is responsible to provide administration and logistics support and facilitate receiving and dispatching medical equipment and drugs,

Warehouse:

• Preparing and organize proper storing space, for medical and non-medical equipment and material,
• Receiving stationary and other goods from the local bazaar and distributes them, according to requests and after collecting the necessary authorizations,
• Preparing lists for office needs,
• Preparing waybills and packaging lists, good received notes and other logistics documents, as required and based on UA and donor guidelines.

Assets Management:

• Ensuring effective follow-up and registering of all assets on the data-base,
• Maintaining an updated inventory list, as per UA’s procedures and guidelines,
• Maintaining an updated register of assets assigned to staff and make sure to collect their signatures on assets handling forms,
• Ensuring all assets are functional and kept in good and safe conditions; ensure the follow up of regular maintenance and repair of all assets present on the base,
• Documenting all transfer, disposals or donation of assets to other partners or bases.

• BBA in administration, MBA is preferred,
• 3 years practical working experience in administration and logistics with local NGOs or International NGOs,
• Good written and fluent verbal communication skills in Pashto, Dari and English,
• Good communication skills, team work spirit and capability to respond challenging conditions,
• Proactive, persuasive, and ability to work under stress and with deadlines,
• Disciplined, professional, hard-worker,
• Flexible regarding working hours,
• Proactive, persuasive and ability to work under stress and with deadlines.

• Please write the Job title/Vacancy Number on the subject line of your email.
• Attach your updated CV and application letter
• Aplications received after the closing date will not be considered
• ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED

hr@unionaid.org