ORGANIZATION SUMMARY:
Qatar Charity (QC) is a Doha-Qatar based International Non-Governmental Organization. Since the inception of QC Pakistan in 1992, the organization reflects its greater scope of work to respond to extreme poverty and Government’s priorities. QC through its field offices enabled itself to strategically address the developmental and humanitarian needs at the very local level. QC projects are categorized under six program pillars: Youth Leadership & Social Protection, Education, Provision of WASH, Health (with a focus on MNCH), Economic Empowerment & Sustainable Livelihood (EESL) and Disaster Response & Preparedness (DRP), along with its Seasonal Programs like Qurbani and Ramadhan program etc. In Pakistan, Qatar Charity is having its country office in Islamabad and field offices in KPK, Punjab, Sindh, Baluchistan, and AJK.
1. Job Summary:
The purpose of this position is to provide the necessary procurement and support facilities to enable QC to achieve its goals and objectives. Support in logistics & admin management of organizational assets/supplies as per the organization’s goal and objectives. S/he closely monitors commodity end use, warehouse management and reporting. The diversity of the post requires extensive knowledge and understanding of admin and logistics practices, methods and techniques combined with the skill in integrating management services with general management within an NGO environment.
2. Job Responsibilities:
a. Technical
• Oversee all administrative functions and support services of Islamabad Office.
• Implement Organization administrative policies and procedures to ensure smooth operations.
• Ensure compliance with legal and regulatory requirements, as well as with organizational policies and procedures.
• Overseeing daily office operations, managing office supplies, and ensuring a clean and organized workspace.
• Provide support in field office procurement processes and payment review endorsement.
• Maintaining and updating company records, databases, and filing systems.
• Provide support in Maintaining Organization fleet management system to ensure the safe and efficient use of all vehicles.
• Provide logistical support for meetings, conferences, and other events.
• Manage staff booking and scheduling of flights, hotels, and other travel arrangements.
• Oversee the maintenance and repair of all office equipment, including vehicles, generators, and communication equipment of Islamabad office.
• Maintain a comprehensive inventory system for all organization office supplies.
• Ensure that all procurement processes related to admin are conducted in a transparent, accountable manner.
• Oversee and procurement process on ERP system.
• Ensuring that data entered into the ERP system complies with company policies and regulatory requirements.
• Ensure timely and cost-effective delivery of office supplies.
• Inputting and updating data in the ERP system to ensure accurate and up-to-date information.
• Ensure compliance with donor regulations and organizational policies and procedures.
• Provide support in storage, and distribution of relief supplies in warehouses.
• Coordinate with all departments as and when required.
• Timely processing Vendors/Suppliers/Contractors payment for approval and to Finance for payment
• Managing Islamabad Office cleaning and support staff.
• Vendors/Suppliers/Contractors payment processing for approval and to Finance for payment.
• Perform other related duties when required or assigned.
b. Management
• Develop good business coordination/relation with vendors/suppliers/contractors as per QC policies and procedures.
• Coordination between program staff, support departments and technical sectors.
• Oversee and ensure the provision of high-quality technical support and capacity building of support staff in Islamabad office.
• Coordinate for contract management of vendors/suppliers/contractors by ensuring adherence to organizational policies and procedures.
• Develop and implement logistics plans and approaches to optimize the use of resources and minimize costs.
• Provide logistical support for meetings, conferences, and other events.
• Ensure that warehouse facilities are properly maintained and secure.
• Abide by QC’s Child Protection and Safeguarding related policies to keep children and young people safe and to respond to concerns about a child\'s safety or wellbeing.
c. Compliance and Feedback
• Must be compliant with organizational policies and procedures.
• Provide feedback on organizational policies and procedures for innovation and system development.
• Ensure compliance with legal and regulatory requirements, as well as with organizational policies and procedures.
• Contribute to implement health & security plans and protocols to ensure the safety and security of personnel and assets.
• Ensure adherence to the organization’s Code of Conduct, Policies on Child Protection, PSEA and other related policies/SoPs to staff conduct and behaviours.
• Ensure that all procurement processes are conducted in a transparent and accountable manner.
d. Team Management and Performance
• Train Islamabad office support staff for skills enhancement and career development.
• Contribute to ensure Prevention of Harassment, Sexual Exploitation and Abuse (PSEA) in all offices.
• Coordinate and oversee all movements of personnel and assets, including transportation and accommodation arrangements.
e. Reporting
• Manage the filing and documentation system, ensuring that all records are kept up-to-date and secure.
• Assist and implement inventory management systems to ensure accurate tracking of stocks and assets.
• Provide support to Field offices to ensure that the projects prepare detailed supplies and distribution plans, are producing report with their timely submission.
• Work as part of admin & logistic team in developing action points and follow up the implementation of the audit actions points related to admin & logistic aspects.
3. Job Requirements:
a. Education
• Atleast Bachelor\'s degree in supply chain management/business administration/Public Administration or any other relevant discipline.
b. Relevant experience
• Minimum 3 Years’ experience in the relevant fields with INGOs.
• Experience in supply chain & inventory management.
c. Computer knowledge
• Must be proficient in MS office and ERP software and other logistics related software and tools.
4. Skills and Personality:
a. Communication skills
• Must have excellent communication and interpersonal skills.
• Knowledge of English and Urdu, and knowledge of Arabic is a plus point.
b. Personality description
• Must have high level of integrity and accountability.
• Must have high degree of patience and understanding.
c. Technical skills
• The ability to meet tight deadlines, achieve results and work with minimal supervision.
• Must be a self-starter and able to motivate members in department.
• Must be able to work under pressure and meet deadlines and work to established standards.
• Willingness to frequently travel to remote areas across Pakistan.
Women candidates and differently abled persons are highly encouraged to apply.
Organization’s Core Values and Commitments:
• Organization is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Organization engages. Organization expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
• All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks.
• Organization sees diversity of nationalities, genders, beliefs, profiles and statuses among its Human Resources as a major asset and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.
• Organization applies a policy of zero tolerance towards exploitation, sexual abuse, and mistreatment, in all its forms, of women, children and all other vulnerable persons.
• By applying, the job applicant confirms his/her understanding of these recruitment procedures.
• Organization is an equal opportunities employer.
