Policy LINK – Administrative & Logistics Assistant

Project Background

The five-year (2019 – 2024) Feed the Future Policy Leadership, Interactions, Networks and Knowledge (Policy LINK) project will strengthen the capacity of local actors and institutions to lead and manage the agricultural transformation process and contribute effectively and collectively to improved, broad-based food security policy outcomes.

Specifically, the program aims to strengthen food security policy systems by investing in and reinforcing productive human and social capital and developing strategic partnerships that help bring these innovations and capacity investments to scale in order to achieve a critical mass of local actors with the ability and opportunity to effect positive policy change through collective action.

Policy LINK’s general approach is grounded in facilitative leadership and collaborative governance, which emphasize engaging stakeholders from civil society and public and private sectors in consensus-oriented decision making, collaborative problem solving, and adaptive learning.

Policy LINK in South Sudan

In South Sudan, Policy LINK will provide backbone support to cross-sectoral, multi-donor, multi-agency partners in select geographic areas to build resilience and reduce vulnerability. It will work closely with community members, local governments, and donor agencies to improve knowledge management practices and use of evidence to inform joint decision making at local, national, regional and global levels. This includes support to the Partnership for Resilience and Recovery (PfRR) as well as other community engagement centers and coalitions.

Position Objectives

The Administrative & Logistics Assistant is a part of the operations team and provides day to day support in ensuring that all requests for program support are provided in a timely manner for the effective implementation of the POLICY LINK Program. His/her administrative roles include front desk management and other duties as stipulated in the scope of work below.

S/he will continually reinforce Policy LINK’s agreed-upon core purpose and principles, and ensure all decision-making is rooted in the purpose and principles. S/he will contribute to a learning environment in which personal and team growth is supported, with a shared understanding that the “team” always comes before the “individual.”

Responsibilities

The Administrative & Logistics Assistant will be responsible for the following:

Logistics Tasks

Flights management

• Schedule timely flight bookings for staff and consultants, both domestic and international.
• Ensure that the UNHAS flight account is fully replenished and notify the Finance & Operations Manager in time to avoid inconveniences.
• Reconcile the UNHAS flight account by maintaining a spreadsheet of booked flights against the statement on a monthly basis.

Ground transportation

• Manage coordination with hired transportation service companies in Juba and in the regions, ensuring that transportation requests are communicated in a clear and timely manner, are associated with Blanket Purchase Agreement release orders as appropriate, and that transportation vendor invoices conform to logbooks and other required tracking documentation.

Assets Management

• Maintain up to date assets register by including new purchases under assets or consumables registers.
• Ensure that there is periodic verification of the inventory and that, this is signed off and kept both in hard and electronic copies.
• Ensure all equipment have tags for tracking and that, they reconcile with the registers (assets or consumables).
• Generally, ensure the security of office equipment and in the case of loss or theft, document the incident in compliance with policies and procedures.

Administrative Tasks

Front Desk Management

• Manage front desk tasks e.g reception of visitors and guiding them around the office premise.
• Answer to enquiries and redirect for support accordingly.
• Receive and track packages/mail delivered.

Facility Management

• Ensure office cleanliness is up to the required standard and take remedial action where service is not up to date.
• Manage day-to-day communication and coordination with office vendors, including the landlord, utility service providers, maintenance and repair service providers, and office supply vendors.

General Support

• Raise timely purchase requisitions for administrative and program’s needs.
• Participate in planning and identification of suitable venues for events like workshops/conferences.
• Ensure office supplies e.g. stationeries, sugar etc. are stocked in time.
• Develop and maintain trackers and other similar tools to monitor pending logistical and administrative actions, leveraging Office 365 applications such as Teams, SharePoint, and Excel.

Reporting

The Administrative & Logistics Assistant will report to the Finance & Operations Manager.

Supervisory Responsibilities

The Administrative & Logistics Assistant will not have any direct supervisory responsibilities, but may serve as the main point of contact coordinating with contracted office administrative and logistics vendors.

S/he will coordinate closely with the Area Program Managers, Program Coordinator, Procurement & Grants Officer and the Finance & Operations Manager.

Qualifications

• Bachelor Degree or Diploma in Public Administration & Management, Procurement & Logistics Management, Project Planning & Management or any relevant qualification.

• Have at least 1-2 years of progressively working in a busy professional set up e.g NGOs or private companies.

• Organizational skills-Manage and schedule your tasks well.

• Interpersonal skills-handle both internal and external stakeholders professionally.

• Time management skills-Manage your time efficiently and prioritize needs.

• Customer care skills-interact and manage all stakeholders with courtesy.

• Digital skills-ability to proficiently use Microsoft package (Word & PowerPoint Presentation), Outlook for emails and platforms like Microsoft Teams for meetings and collaborations.

NB: QUALIFIED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY

This position is only open to South Sudanese Nationals