Assistant, Logistics and Administration

Job Purpose

The Logistics and Administration Assistant will be based in Gaziantep and provide logistics and administrative support to the to the IFRC operation in the field.  This position performs key tasks in the areas of Administration, Logistics, non-program related procurements i.e., office supplies with an emphasis on optimal performance, timely action, and proactive attitude.

Job Duties and Responsibilities

Programme and Operational Support

Reporting to the Senior Program Officer and with technical guidance of the Corporate Services Manager based in Ankara, the officer, Logistics and Administration is responsible for ensuring timely administrative processes to support the IFRC programmes in the field.

More specific responsibilities for the assistant, Logistics and Administration:

General Administration

• Ensures effective management, maintenance of a documented system of administrative policies and procedures for the IFRC in compliance with applicable laws and regulations in Turkiye.
• Lead daily management of IFRC office in Gaziantep, maintenance of office equipment, furniture and consumable supplies, facilities management and ensures the development and the implementation of a green and sustainable strategy.
• Maintain an up‐to‐date register of assets and direct the regular inventories, to reduce risks of loss, theft, destruction, while maintaining a conducive working environment. Manage the office stock of goods and store.
• Ensures effective record keeping of all administrative and assets inventory and uses the electronic record system.
• Manage the Gaziantep workplace safety.
• Maintain petty cash float and facilitate petty (small) payments that can come from the petty cash box

Procurement, office logistics and travel arrangements

• Coordinate and execute procurement activities for office supplies and services that does not fall under the role of Senior Procurement/Administration officer in Ankara.
• Under the technical supervision by the Corporate Services Manager, ensures the effective selection and management of agreements related for the Gaziantep i.e., (office equipment, leases, rental agreements etc.) and ensures their upload in the electronic contract system.
• Ensure cost effective welcome services and transportation services.
• Manage the fleet of the Gaziantep vehicles including indirect supervision of drivers.
• Understand and communicate the travel process to all travellers to ensure adherence to procedures and controls.
• Ensure all hotel bookings, airport transfers, and other travel requirements are duly booked, executed, processed, and communicated.

Meetings and workshops

• Assist in tasks related to event management (preparation of budgets, visa and flight arrangements, in-country support, processing invoices).
• Ensure that events are organised in a cost-effective manner.
• Research and apply event management related tools.

Management of IFRC Leased Houses

• Review and manage IFRC Leased Houses for Gaziantep. Do updates on the extensions and stopped the contracts and collect the security deposit.
• Check the new apartment and review those based on IFRC housing policy and Security policy. From those options find suitable apartment for the IFRC contracted delegates started collecting options from House agent, showing it to delegate, negotiating with the owner, Checking the inventory, and confirm deals with the owner.
• Liaison with the apartment owner regarding any extension of the contracts on timely basis.
• Checking all the legal document of the apartment owner, drafting contract, and sending for approval in the E-Contract system
• Take necessary contract signed off and upload in the systems and monitor the overall apartment contract matrix of the country.
• Ensure that apartment handover note is filed and process timely manner.

Education

Required

• Relevant Diploma or Degree in Business Administration or equivalent

Preferred

• Courses in Office Management, business, and computers

Experience

Required:

• Minimum of 3-year experience in an administrative position or a suitable combination of experience and education
• Working knowledge of office equipment as such as printers, fax machines etc.

Preferred:

• Experience of working for the Red Cross/ Red Crescent Movement
• Experience working with governmental and international non-governmental organizations, authorities, and agencies

Knowledge, Skills and Languages

Knowledge & Skills:

Required:

• Proficient in MS Office; Microsoft Outlook and Word in Particular
• Knowledge of office management systems and procedures
• Able to work in a team
• High degree of integrity, discretion, and personal conduct
• Ability to handle sensitive information, solid judgment.
• Flexible and adaptable to changing working conditions
• Willing and able to travel whenever required for work purposes
• Self-motivated and proactive, with good judgment and initiative
• Able to prioritize and meet deadline
• Ability to communicate clearly and effectively, both orally and in writing with different audiences, adapting style to fit situation
• IFRC standard software packages and systems. General knowledge of IFRC system administrative policies, rules, regulations, and procedures in the area of administration.
• Ability to establish and maintain effective working relationships throughout the organization.

Languages:

Required:

• Fluently spoken and written English, Turkish and Arabic

Preferred:

• Good command of another IFRC official language (French, Spanish)

Competencies, Values and Comments

Core Competencies: Communication, Collaboration and Teamwork, Judgement and

Decision Making, National Society and Customer Relations, Creativity and Innovation,

Building Trust

Values: Respect for diversity, Integrity, Professionalism, Accountability