Important Note: This position will be filled on a rolling basis; therefore, early applications are encouraged.

SECOURS ISLAMIQUE FRANCE (SIF) is an international non-governmental organization dedicated to providing humanitarian assistance and development aid worldwide. Since 1991, SIF has been working across more than 20 countries.

In Pakistan, we have been actively serving vulnerable communities & marginalized groups since 2010 by providing them humanitarian assistance during emergencies and also support them through the implementing of sustainable development programs in the areas of Child Protection & child Wellbeing, WASH, Food Security & Livelihoods, Disaster Risk Reduction, and Education during both early recovery and development phases.

SIF is currently providing its services in all provinces of Pakistan, including; Sindh, Punjab, Baluchistan, KPK, and has a presence in 33 most vulnerable districts. In light of increasing challenges ‘such as’ inflation, illiteracy, poverty, and climate change, as well as their association with limited and shrinking resources like; water, food, and livelihood opportunities, SIF believes that there is a high need for enhanced collaboration between NGOs and government institutions. SIF is fully confident that by sharing experiences, innovations, and lessons learned under such coordination, we can collectively improve the well-being of children and alleviate the miseries of the communities across Pakistan.

As part of the implementation of the Child Safeguarding Policy (CSP), specify here the level of risk associated with child safeguarding (0, 1 or 2) depending on whether or not the position involves contact with children (in particular access to children and/or personal data) and, if so, specify the type of interaction. 

Reminder:

- Level 0: no contact with children

- Level 1: access to children and/or personal data about children

- Level 2: access to children and/or personal data about children and other risk factors such as frequent direct contact with children, contact in isolated locations/without direct supervision, contact with particularly vulnerable children (disability, children without parental protection, etc.).

Objective 1: Office Management:

-        To ensure that all the electricity work in properly with support of back-up generator.

-        To identify the supplier for the proper base running that’s includes, Plumber, electrician and carpenter and other related to the office maintenance.

-        Contract Management of all the lease and services contracts/frameworks of facility.

-        Keeping all lease agreement files and ensure quarterly payments (ELECTRICITY, SUI GAS, WATER, TEA) of premises are well submit on time with the Finance.

-        Ensure all supplies (Kitchen and janitorial) are purchased on time and record is well updated.

-        Ensure Lease agreements follow-up and prepare an excel sheet to track the record.

Objective 2: Inventory Management:

-        File all user’s manuals, equipment cards, and maintenance and repair records.

-        Be accountable at all times for all items in the office and compound that are under his/her responsibility.

-        Ensure handing taking of inventory items via Handing over form at the time of issuing and receiving.

-        Physical count and reconciliation of inventory on quarterly basis and report the damages, expiration, disposal if any.

-        Ensure, reconciled inventory repair and maintenance when and where required.

-        Prepare monthly Inventory report align changes (Issuance/Receiving)

Objective 3: Fleet Management:

-        To regulate the use of vehicles.

-        Supervising and planning vehicle allocation in order to optimally serve the needs of the program.

-        Monitoring the fuel consumption of vehicles and the skills of the drivers.

-        Responsible for fleet management expenses and timely submission of monthly/daily rental vehicles payment with Finance. 

-        Prepare Fuel costs analysis and monitoring with regular check and balance.

-        Prepare monthly payment dossiers of fuel supply of rental vehicles and submit timely with Finance.

-        Ensure weekly Vehicle plan is submitted from Program and align roasters for the drivers to closely monitor the fleet.

Objective 4: Supply Chain Management:

-        Review and confirm all procurement requests before processing.

-        Coordinate with Project manager during request preparation.

-        Ensure that PR includes all required specifications and supporting documents.

-        Ensure that all documentation required as per contract is provided by both parties.

-        Collect and review all delivery documentation; Prepare payment transaction according to delivery and contract payment terms.

-        Facilitate the purchase and delivery of all necessary supplies to the base, including regular travel to various Markets for procurement of supplies.

-        Petty cash need to reimburse weekly / before issuance of new advance.

-        Assist in day to day logistics task as assigned by Logistics Officer.

Objective 5: General administrative:

-        Greet visitors and advise relevant staff member of their arrival.

-        Ensure meeting room is cleaned after meetings.

-        Maintain Diary for meeting room and ensure room suitably prepared for meetings.

-        Be responsible for issuing stationary and ensuring stocks always available

-        Arrange the courier once got from any department & maintain IN/OUT dispatch register.

-        Ensure to have proper Kitchen, Office & Guesthouse's Hygiene & Kitchen items to be in place daily