Logistics and Administrative Officer

**ROLES AND RESPONSIBILITIES**:
1. Cash Management
- Review monthly expenses & obtain approval from Line Manager to request monthly funds from Head Office.
- Verify eligibility of invoices for payment, ensuring compliance with:

- Purchase vouchers
- Required information
- Enter purchase invoices into Accounting Software
- Translate accounting documents as needed
- Codify and record invoices in the ledger
- Reconcile computer and physical cash balances
- Close cash account/advances monthly and submit supporting documents

**2. Financial Management**:

- Verify purchase approvals and complete tasks within designated timeframe
- Review invoices for payment eligibility, ensuring:

- Compliance with purchase vouchers
- Required information
- Enter purchase invoices into accounting software
- Translate accounting documents as needed
- Code and record invoices in the ledger
- Perform monthly book closures, including:

- Printing and scanning accounting documents
- Verifying supporting documents
- Maintain:

- Fixed Asset Register & Stock Register
- Assets Coding
- Responsible for audits (Funder/Internal/Statutory) as required
- Manage:

- Vendor Database
- Payment Tracker
- Adhere to Financial Policy guidelines

3. Human Resources and Administration:

- Oversee and maintain accurate records of housekeeping staff attendance and leave.
- Support the creation of AAH identity cards for new employees by providing required data.
- Partner with HR team in the recruitment process, including:

- Coordinating interviews and assessments
- Managing communication and responses
- Provide comprehensive onboarding for new employees, covering administrative and HR- related matters.

**4. Procurement Compliance and Quality Control**
- Enforce compliance with AAH purchasing procedures and protocols
- Research and provide market price information to inform purchasing decisions
- Ensure optimal quality-price ratios for all purchases
- Oversee delivery logistics, ensuring timely and accurate receipt of goods by programs
- Maintain organized and accurate filing of all documentation related to supplies and purchases

**5. Facilities Management and Administration**:

- Ensure the cleanliness and organization of the premises.
- Coordinate maintenance and repair activities, scheduling and overseeing workorders.
- Serve as the primary point of contact for visitors, addressing their queries and requests (when available).
- Handle document and package distribution, including courier services and local deliveries
- Maintain a comprehensive pantry inventory system, monitoring stock levels and reordering supplies as needed.
- Regulate office supply usage, promoting responsible consumption and minimizing waste.

**6. Equipment Management and Maintenance**:

- Oversee the registration, labeling, and cataloging of all AAH equipment
- Perform monthly updates to the equipment inventory list, ensuring accuracy and completeness
- Monitor and document the movement of equipment, maintaining detailed records
- Promote responsible equipment usage and maintenance among staff, ensuring equipment is used and cared for properly
- Coordinate and track equipment repairs, ensuring timely and effective resolution
- Conduct regular equipment inspections, categorizing items as working or non-working, and making recommendations for disposal, repair, or replacement as needed.

**7. Transportation Coordination and Management**:

- Manage staff transportation needs, ensuring timely and budget-friendly arrangements.
- Ensure proper completion and authorization of Travel Requests (TRs) by staff members.
- Arrange taxi and other transportation services as required.
- Provide comprehensive briefings to new staff on transportation procedures and policies.
- Conduct research to identify the most economical options for TRs, offering expert advice to requesters
- Work closely with HQ Admin team to coordinate travel logistics and ensure successful outcomes.

**QUALIFICATION & YEARS OF EXPERIENCE**
- Graduation in Accounts / Commerce
- 5 years of experience in an (preferably) NGO Administrative position.

**COMPETENCIES**
- Ability to coordinate and manage logistics, including transportation, storage, and supply chain management.
- Strong administrative skills, including document management, records keeping, and compliance.
- Excellent communication and interpersonal skills to work with diverse stakeholders.
- Strong problem-solving and analytical skills.
- Basic knowledge of financial management (Tally), including budgeting, accounting, and procurement.
- Ability to prioritize tasks, manage multiple projects, and meet deadlines.

**Job Types**: Permanent, Contractual / Temporary

Pay: Up to ₹27,427.00 per month

**Benefits**:

- Cell phone reimbursement
- Health insurance
- Provident Fund

Schedule:

- Fixed shift

Application Question(s):

- Can you join us immediately?

Work Location: In person

Application Deadline: 28/02/2025