Admin and Logistic Officer (temporary)

Responsibilities:

Responsibility 1: Ensuring efficient management of the supply chain

Aim:To cover the programme's needs for materials, equipment and services

Benchmarks: introduction and compliance with procurement management procedures; security of supply; project team's satisfaction with the management of supplies.

Activities:

1.1 Ensuring the implementation of procurement procedures in line with internal and donor regulations (LINK system)

1.2 Drawing up and follow up periodical procurement plans

1.3 Ensuring the correct management of customs clearance procedures

1.4 Monitoring the supplier database

1.5 Ensuring the monitoring of Purchase and Service Requests

1.6 Managing the framework contracts

Responsibility 2: Ensuring the correct management of equipment

Aim: To ensure the programme has the means necessary for its smooth running

Benchmarks: computer equipment and software adapted to the programme's needs; data security (back-ups), rate of servicing for computer equipment and for other equipment; respect of equipment management procedure

Activities:

2.1 Ensuring application of equipment management procedures and written certification of each withdrawal of equipment from stock

2.2 Supervising the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication, etc.)

2.3 Ensuring the use of an Equipment Monitoring Chart (EMC) and the quality of the data it contains, the localisation of fixed assets from the accountancy

2.4 Delivering the training for the programme's staff on how to handle equipment

2.5 Managing the office and project inventory

2.6 Removing and destroying out-dated material after confirmation by the Program Director or Country Director

Responsibility 3: Ensuring correct management of general services (expatriate staff accommodation, offices, storage facilities)

Aim: To provide the teams with comfortable living premises and preventing risk

Benchmarks:the security of the premises; the suitability of the choice of premises and the quality of their management

Activities:

3.1 Supervising of the management of the fitting out, servicing and maintenance of the premises

3.2 Supervising of the necessary security systems are in place for the premises (locks, guards, etc.)

3.3 Arranging the logistical organisation of project seminars and training

3.4 Maintaining a correspondence system with reference structure

3.5 Supervising the maintenance of working stations and office space (public area, store room…)

3.6 Managing contracts: office and house insurance, office and house lease contracts, internet and phone contracts…for both support office & expats.

Responsibility 4: Carry out national personnel administration

Aim: Guarantee conformity with legal obligations and internal procedures

Benchmark: quality of payroll preparations, conformity with legal provisions and internal procedures, adherence to deadlines

Activities:

4.1 Supervising cleaner at Hanoi support office

4.2 Monitoring and updating deductions of annual leave and other absences (Timesheet) for all staff

4.3 Managing the professional evolution: engagement, probation, internal probation, advertisements, penalty, licensing

4.4 Assist staff for maternity leave, sick leave, medical claims from insurance department

4.5 Assist staff to register with Hanoi Insurance department.

4.6 Assist to register with insurance company for new staff & their dependents

4.7 Assist to work with insurance company to submit claim for staff

Responsibility 5: Contribute to the administrative management of expatriate personnel

Aim: Guarantee conformity with legal obligations and internal procedures

Benchmark: Adherence to deadlines and internal procedures

Activities:

5.1 Monitoring leaves of expatriates and inform head offices

5.2 Monitoring log sheet of international staff (contract dates, official documents, permits, visa, contact persons…)

5.3 Managing the preparation and follow up of expatriate work permit and visa applications for expats & consultants.

5.4 Inform the personnel administration department at head office of expatriate rental sums

Specific missions: In addition, the Administration and Logistic Officer can be asked to undertake any other duty requested by Country Logistics Manager.