Job Description: Admin & Logistics Officer
Position Title: Admin & Logistics Officer
Location: Project Office – Flood Affected Areas
Reports to: Project Coordinator / Admin & Logistics Officer (Islamabad Office)
Contract Type: Contractual Project-based, Full-time
Duration: 2-3 months
Job Purpose:
The Admin & Logistics Officer will support the smooth functioning of the project office by providing administrative, logistical, and operational support for the flood emergency response. The role ensures effective management of day-to-day office operations, logistics, procurement, and documentation in line with organizational policies and donor requirements.
Key Responsibilities:
Administrative Support
- Maintain project office files, correspondence, and records in an organized and confidential manner.
- Support HR processes at the field level (e.g., keeping attendance records, staff timesheets, and leave requests).
- Ensure proper management of office supplies, utilities, and stationery.
- Assist in organizing meetings, workshops, and field visits.
Logistics & Procurement
- Support procurement of goods and services at the field level in compliance with organizational and donor procedures.
- Maintain updated records of purchase requests, quotations, purchase orders, and delivery notes.
- Ensure proper storage, handling, and distribution of supplies, relief items, and NFIs in the field.
- Maintain asset and inventory registers and regularly update stock reports.
- Arrange transportation and travel logistics for staff, visitors, and material movement.
Fleet & Transport Management
- Ensure proper use and maintenance of project vehicles, including logbooks, fuel records, and servicing schedules.
- Coordinate transport arrangements for staff movements and field activities.
Coordination & Reporting
- Support the Project Coordinator in coordinating with suppliers, service providers, and local authorities for admin and logistics matters.
- Prepare and submit weekly/monthly admin and logistics reports to the Islamabad office.
- Ensure all admin and logistics activities comply with FAID and donor policies, as well as security and safety protocols.
Safeguarding Responsibilities
- Ensure that all organizational people, operations, and programs prevent harm, abuse, or exploitation of anyone who comes into contact with FAID’s work.
- Promptly report any safeguarding concerns, incidents, or suspicions through the organization’s internal reporting mechanisms.
- Comply with all safeguarding policies, frameworks, and practices at all times.
