Logistics Responsibilities:


Supply Chain Management:

Coordinate and manage the supply chain processes, including procurement, storage, and distribution of goods.
Ensure timely delivery of supplies and materials to various locations.



Inventory Management:

Maintain accurate inventory records and ensure adequate stock levels.
Conduct regular inventory audits and reconcile discrepancies.



Warehouse Management:

Oversee the efficient operation of warehouses, including receiving, storing, and dispatching goods.
Implement and maintain warehouse safety protocols and procedures.



Vendor Management:

Identify and establish relationships with reliable suppliers and service providers.
Negotiate contracts and agreements to secure favorable terms and conditions.



Transportation Coordination:

Plan and coordinate the transportation of goods, ensuring efficient and cost-effective delivery.
Monitor and track shipments to ensure on-time delivery.



Fleet Coordination Responsibilities:


Fleet Management:

Oversee the operation and maintenance of the organization\'s vehicle fleet.
Ensure all vehicles are properly registered, insured, and maintained.



Vehicle Maintenance:

Schedule and coordinate regular maintenance and repairs for vehicles.
Maintain accurate records of vehicle maintenance and repairs.



Driver Management:

Recruit, train, and manage drivers to ensure they comply with safety regulations and company policies.
Monitor driver performance and provide feedback or training as needed.



Route Planning:

Plan and optimize routes for efficient and cost-effective transportation.
Utilize GPS and other tracking systems to monitor and adjust routes as needed.



Fuel Management:

Monitor and manage fuel consumption and expenses.
Implement strategies to improve fuel efficiency and reduce costs.



Coordination and Reporting:


Team Collaboration:

Work closely with other departments to coordinate logistics and fleet operations.
Communicate effectively with stakeholders to ensure smooth operations.



Reporting:

Prepare and present reports on logistics and fleet operations, including performance metrics and KPIs.
Analyze data to identify trends and areas for improvement.



Budget Management:

Develop and manage budgets for logistics and fleet operations.
Monitor expenses and ensure operations stay within budget.



Compliance and Safety:


Regulatory Compliance:

Ensure compliance with local, national, and international regulations related to logistics and transportation.
Stay updated on changes in regulations and implement necessary adjustments.



Safety Protocols:

Implement and enforce safety protocols to ensure the safety of staff and goods.
Conduct safety training sessions and drills for drivers and logistics staff.



Risk Management:

Identify potential risks in logistics and fleet operations and develop mitigation strategies.
Handle and resolve any logistical or fleet-related emergencies or issues.



Technology and Systems:


Logistics Software:

Utilize logistics management software to plan, track, and optimize operations.
Ensure the accurate and timely entry of data into logistics systems.



Fleet Management Systems:

Implement and manage fleet management systems to monitor and optimize fleet performance.
Use GPS and telematics to track vehicle locations and performance.



Data Analysis:

Analyze logistics and fleet data to identify areas for improvement.
Use data to make informed decisions and improve operational efficiency.

Administrative Responsibilities:


Office Management:

Ensure the office operates smoothly by managing supplies, equipment, and maintenance needs.
Coordinate with vendors and service providers for office supplies, equipment repairs, and maintenance services.



Documentation and Record-Keeping:

Maintain and organize office files, records, and documents.
Prepare and manage correspondence, reports, and documents.



Support Services:

Assist in organizing meetings, conferences, and events, including booking venues, arranging logistics, and preparing materials.
Handle travel arrangements, including booking flights, accommodations, and transportation for staff.



Communication:

Serve as the first point of contact for internal and external communications, including phone calls, emails, and visitors.
Distribute internal communications and announcements.



Human Resources Support:

Assist with onboarding new employees, including preparing orientation materials and coordinating training sessions.
Maintain employee records and support HR functions as needed.



Security Responsibilities:


Access Control:

Monitor and manage access to the premises, ensuring that only authorized personnel enter the facility.
Issue and manage ID badges and access cards for employees and visitors.



Surveillance:

Monitor security cameras and alarm systems to ensure the safety and security of the premises.
Conduct regular patrols of the premises to identify and address security risks.



Emergency Response:

Develop and implement emergency response plans and procedures.
Coordinate with local law enforcement and emergency services in the event of an incident.



Incident Reporting:

Document and report security incidents, breaches, and suspicious activities.
Investigate security incidents and provide detailed reports to management.



Safety Protocols:

Ensure compliance with safety regulations and protocols.
Conduct safety drills and training sessions for employees.



Coordination and Support:


Team Collaboration:

Work closely with other departments to provide administrative and security support.
Coordinate with the security team to ensure consistent security measures are in place.



Policy Implementation:

Assist in the development and implementation of administrative and security policies and procedures.
Ensure that staff are aware of and adhere to security protocols and policies.



Resource Management:

Manage and track security equipment and resources.
Assist in budgeting and resource allocation for administrative and security needs.



Technology and Systems:


Security Systems Management:

Manage and maintain security systems, including cameras, alarms, and access control systems.
Ensure that all security systems are functioning properly and coordinate repairs as needed.



Data Protection:

Implement and enforce data protection policies to safeguard sensitive information.
Monitor and manage cybersecurity measures to protect against data breaches and cyber threats.

Provide Administration and Logistical support to the Merf team in Sindh
Office Management, maintain office inventory and log books as per Merf policy
Develop and implement SOPs for office working in line with  Policy and procedures
Support team travels, logistics and ensure security of field team as per  policies and procedures
Coordinating and support in organizing events e.g. workshops/ trainings, seminars, exhibitions, external/internal meetings, venue coordination, meal arrangements, training hall set up arrangements etc.
Ensure timely arrangements are made for staff travel, including but not limited to air ticketing, boarding, and lodging.
Conduct appropriate due diligence/monitoring on usage of vehicle(s) and report to supervisor as a recurrent process.
Prepare vehicle consumption and maintenance report on a monthly basis and submit to supervisor/finance for processing of invoices.
Ensure office and equipment security.
Review and meticulously prepare all documentation throughout the procurement process.
Verify and confirm all procurement requests before initiating processing.
Collaborate with Requesters during the preparation of procurement requests.
Ensure that Purchase Requests (PRF) include all necessary specifications and supporting   documents.
Prepare requests for quotes (RFQs) and monitor the reception of bids.
repare purchase contracts or purchase orders (POs) and secure approvals before dispatching to suppliers.
Oversee the progress of all Purchase Requests and contract implementations.
Maintain and update Procurement & Contract Follow-Up tools.
Coordinate with contractors to ensure adherence to contract terms, including initial meetings.
Collect and compile supporting documents related to contract implementation or modifications.
Communicate any deviations from the initial contract to both the Contractor and Requester.
Verify the submission of all contract-required documentation by both parties.
Collect and review all delivery-related documents.
Prepare payment transactions with all supporting documents post-delivery.
Ensure payments align with the stipulated contract terms.
Maintain an organized and up-to-date filing system for Purchase Dossiers.
Keep physical records of all Requests, Contracts/POs processed in Islamabad.
Manage the progressive and temporary filing of ongoing purchases.
Oversee the final and permanent filing of completed and closed procurement files.
Ensure all the supplies and warehouse management tools and equipment for temperature regulation and backup power are available.
Ensure all supplies storage and stock management documentation is accurate and up to date.
Coordinate with truck rental companies for efficient distribution of supplies.
Ensure facilities and compound management across all sites; ensuring that adequate security measures, asset maintenance, power and water supplies are carried out. Also ensure facilities and compounds condition are in line with health and safety standards of , and ensure timely rectification of problems/issues
Ensure travel arrangements are made as per standard procedures (Travel Request Form completely filled by requestor and validate), coordinate with Travel Company for available options.
Arrange Hotel or guest houses for staff, visitors or expats traveling. Ensure Hotels are green lighted by Security clearances.
Guest house & Travel payments payment must be cleared within agreed credit period with suppliers
Advise employees about their flight details and hotel booking arrangements and communicate/coordinate with relevant field staff for further arrangements.
Same day once received finalized travel.
To regulate the use of vehicles.
Supervising and planning vehicle allocation in order to optimally serve the needs of the program with support from Logistics Manager.
Monitoring the fuel consumption of vehicles & generator

Provide Administration and Logistical support to the SIF  team in Sindh District shikarpure, Larkana, Dadu, Jamshoro, Mithi, Thatta, Tando Muhammad Khan
Office Management, maintain office inventory and log books as per SIF policy
Develop and implement SOPs for office working in line with Jhpiego Policy and procedures
Support team travels, logistics and ensure security of field team as per SIF policies and procedures
Coordinating and support in organizing events e.g. workshops/ trainings, seminars, exhibitions, external/internal meetings, venue coordination, meal arrangements, training hall set up arrangements etc.
Ensure timely arrangements are made for staff travel, including but not limited to air ticketing, boarding, and lodging.
Conduct appropriate due diligence/monitoring on usage of vehicle(s) and report to supervisor as a recurrent process.
Prepare vehicle consumption and maintenance report on a monthly basis and submit to supervisor/finance for processing of invoices.
Ensure office and equipment security.
Ensure procurement activities are conducted according to secours islamique policies/ procedures and Donor guidelines through frequent and routine verification of procurement documents and reports.
Review and process error free payments documents, keep track of all the payments submitted to Finance, minimize delays in submission of invoices to finance.
Share Procurement tracker/status report with sector lead on daily basis.
Review all RFPs, RFQs, MPAs, MSAs and Simple Contracts, procurement process documents at field level and forward to Country Office for obtaining approvals.
Conduct market surveys regularly at field level for key categories to ensure that SIF is receiving services and goods for best value for money.
Facilitate project team in procurement of goods and services for the project implementation in coordination and support of admin department at country office.
Responsible to submission the copy of all administrative expenses and utility bills at Country Office Islamabad as per procedure in coordination with Admin and Finance departments at country office.
Timely submission and provision of requisition generated from project staff to admin team at country office.
Ensure record keeping at field level for all the administrative correspondence, processes and inventory
Manage vehicle maintenance and allocation of vehicles at field level with proper log filing
Liaise with Finance & Admin Manager on administrative and procurement issues
value for money and sustainable procurement. Support product innovation and market shaping initiatives for specific categories of supplies and services.
Liaise with clients in planning procurement and contracting initiatives, supporting development of appropriate specifications, terms of reference, and logistics arrangements and timelines. Identify opportunities to strengthen sustainability of supply chains.
In consultation with supervisor, review and provide inputs on Terms of References for service contracting and specifications for goods. Review technical evaluations to ensure equal assessment of suppliers and that scores are commensurate with comments. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor.
Organize bid openings and conduct technical and financial analysis of offers as might be required, as well as coordinate sample evaluations and supplier sites inspections. Conduct pre-bid meetings, clarifications and negotiations with suppliers and contractors.
Maintain highest level of integrity, ethical standards and accountability in the procurement of goods,
To utilize international communications platforms to update staff about latest happening related to security and safety.
Liaise with travel agents & hotel administration to ensure that all the request are entertained timely.
Management of logistics (support) staff.
Draw up distribution plans for NFIs distribution by partners. Establish a system to obtain distribution reports, record losses, damage, and stock return to partners’ warehouse.
Plan asset requirements for emergency response. Ensure that partner’s asset management, procurement, allocation, tracking, recording, and disposal complies
Receive and review Purchase Request (PR) in accordance with the plan, TORs including specifications and budget
In consultation with the relevant technical staff of the organization, coordinate the preparation of Terms of Reference (TORs), technical specifications using standard documentation, and participate in evaluation of bids, pre-qualification of suppliers, etc.,
Prepare Request for Quotations (RFQs) and circulate to vendors, advertise where required. In cases of tendering, follow the standard tendering process.
Prepare bid analysis for quantity, quality, price, delivery time etc in consultation with supervisor.
Issue purchase orders (PO)/develop contracts in accordance with the procurement policy and as per the PR and specifications.
Conduct the pre-qualification of suppliers as provided in the procurement policy
Ensure the accuracy of procurement documents, integrity of the procurement process and maintaining required documents, reports, meeting minutes, obtain approvals and remain focal point for communication with vendors.
Maintain vendor database including an up-to-date vendor list of classified suppliers (E.g. Stationary, food, furniture, equipment etc.) and make it available on request. Ensure list is updated on regular intervals to ensure a good vendor base is available.
 

Undertake site assessment and regular visits of ACF project districts and assets, report on findings and advise necessary improvements.
Ensure mechanism of security check of project vehicles in line with transport contracts, clearance of travel requests, tracking day-to-day field movements and compliance of ACF security protocols.
Orientation and capacity building of project staff including drivers and security guards on ACF security policies and procedures and give project security briefing to national/international visitors visiting project areas.
Ensure regular assessment of security situation and communicate accurate, up-to-date information in appropriate local language(s) to all project staff through sms, whatsapp or email.
  Share input to Humanitarian access and security manager Sindh for preparing monthly security reports with analysis and report ACF specific security incidents in areas of operations (SIRO)
Responsible for proper opening and closing of office premises and ensure all electrical appliances required to be switched off when the office is closed.
Meet and greet office visitors/guests and guide them to the related staff.
Assist in making arrangements for meetings and official events.
Provide tea/coffee/refreshments/lunch to the staff and guests.
Assist in the minor maintenance/repair of office premises.
Responsible of office equipment/assets and maintain inventory.
Assist in filling, record keeping, such as stationery record and distribution of mail.
Provide support occasional for outdoor work in the absence of chauffeur.
Any other task as and when assigned by the supervisor.

Assist logistics & operations coordinator in arranging logistics for smooth implementation of the programme in the selected districts.
Ensure the travel and logistics arrangements are made as per requested by the programme team and as per Policies of the Programme
Assist logistics & operations coordinator in compliance checks on the payments of DSAs and M&IE made for travel of meeting participants and Programme team
Assistance in due diligence of the claims for M&IE, Lodging and Travel are authentic
Answer telephone calls, screen and direct to the relevant person.
Take and Communicate messages.
Supervises, leads guides and supports the cleaner/Helper and cook.
Prepare time sheets for support staff.


Maintain received and sent mail records.
Greet persons entering office.
Direct visitor to correct destination.
Deal with queries and direct to the relevant official.
Ensures knowledge of staff movements in and out of organization.
General administrative support.
Support to Admin for record keeping and filing.
Maintain records of Supplies/consumables.
Keep track of the consumption report of Vehicles and Generators
Support in preparation of letters and documents.
Responsible to maintain records of incoming and outgoing mail.
Responsible to receive and sort mail and deliver to relevant Staff/department.
Schedule appointments and meeting hall reservations.
Responsible to maintain telephone diary either manually or electronically.
Support to organize meetings, workshops and conferences.
Supervise support staff in keeping office and reception area tidy.
Any other tasks assigned by the ma
 Maintain record of NOC, MoUs updated all the times for timely submission to district authorities & LEAs in consultation with Senior Liaison Coordinator.
Conduct periodic security risk assessment and analysis (including spot checks) of the areas of operations, propose mitigation measures and ensure implementation to enable effective security and safety management.
Ensure regular assessment of security situation and communicate accurate, up-to-date information in appropriate local language(s) to all project staff through sms, whatsapp or emai
Facilitate living staff & clients to accommodate suitable space at the center following the code of conduct for both categories.
Generate demands based on the needs of the center.
Check stock registers & Make sure that all the documents be updated on daily basis.
Carry out a periodic physical inventory of all items at the center.
Oversee staff pick & drop, purchase & procurements, vehicle log book including vehicle maintenance.
Maintaining Petty cash.
Maintaining Leave Record attendance Register
Maintaining H.R Documents and personal files of employees.
Maintaining bills of Vendors making purchase Requisitions and Ledgers
Ensure a smooth system of communication with the PR Office.
Make sure the bank accounts of all Employees are functional 
Ensure smooth sailing of the system by keeping office management intact. Be responsible for fulfilling all requirements of core staff working at the office.
Ensure timely supply of quality food for staff and clients at the center during prescribed food hours.
Assign responsibilities for preparing and serving staff food at the center & receiving client food from the designated restaurant.
Monitor the quality of services for the clients
Processing of Vehicle Insurance Claims and Record-Keeping
Staff Health Insurance Claims Processing and Record-Keeping.
Maintaining the Updated record of Assets.

Plan for all project procurement with relevant project manager and Coordination;
Manage and coordinate the entire procurement and supply chain
Ensure information flow with other departments and sub office for effective service delivery thus securing the successful conclusion of the programs,
Account for all program and non-program inventories in the office and sub baseEnsure the maintenance and repairs of assets and property;

Keep the assets file updated with all necessary documents (vouchers, technical manuals, repair docs)
Account for the overall compliance with assets, property and premises management procedures.
Chairing the Community Meetings
Ensure record-keeping and reporting in terms of completeness, and quality of reports.
Ensure that client is served at best for the following services:
Medical services and referrals
Food & Nutrition Services to Clients
Monitoring of HouseKeeping Services
Monitoring of Hygiene services
Troubleshoot any crisis situation at the center including staff and/or client issues.
Arrange & facilitate visitors at the center including families of clients and others.
Performance management of staff at AAU by providing feedback to the concerned staff through HR.

Prepare monthly petty cash report, and cash certificate and submit to head office along with supporting documents for replenishment of funds.
Prepare and submit requests for advances to head office and responsible for submission of liquidations for office and grants expenses.
Prepare vouchers for financial transactions office and other program-related Payments, ensuring all supporting documents and approvals are obtained.
Verify invoices and ascertain that the goods and/or services were duly received before requesting payment.
Verify all grant payments in terms of budget, contracts, PO, and PR before sending them to the head office for processing.
Advise on travel authorizations and allowances for staff members leaving on duty travel. Ensure security clearance is requested and received, when applicable.
Maintain attendance and leave records and control. Share attendance records on monthly basis with the Head Office in Islamabad
In coordination with the HR Head office, conduct induction/orientation sessions with newly recruited staff.
Organize and/or track the local procurements of goods and Services made in the field. Coordinate local procurements with the program unit and procurement unit in the Head office.
Assist with the advertisement Tender Notice and float RFP/RFQ to qualified vendors/contractors and distribution of bid documents locally. Assist with the Bid opening process as required.
Maintain/update the inventory of assets and control the stock of consumables.
Conduct market surveys, and vendor evaluations. Create and maintain a database of reliable vendors.
Check the vehicle logbook on daily basis in the field.
Check on the condition of the vehicle on daily basis and coordinate with logistics in the head office in case of any repair/Maintenance.
Maintain the stationary record and fulfilling the request of staff regarding stationary demand.
Perform such other duties as may be assigned.