Admin / Procurement Assistant at Learning Through Skills Acquisition Initiative - LETSAI

RESPONSIBILITIES/DUTIES

• Take care of locally purchased items and project materials from customs, process labor office clearances, procure local and international purchases, track assets, contact insurance companies regarding insurance for office assets, renew vehicles' licenses, arrange for vehicle maintenance, and monitor vehicle use.
• Organize and arrange meetings with different government representatives, other NGO representatives, and needed contacts for the organization, and other program members.
• Serve as a direct point of contact for staff and participants concerning meeting specifications, requirements, preferences, registration, confirmations, cancellations, schedules, and cost summaries.
• Manage all the facilities for conducting conference, meetings by providing the necessary equipment.
• Support logistics for all project activities.
• Supports and assist with all stages of the project activities, follow-up, coordination, obtain entry and exit visas for traveling visitors and employees, obtain work permits for international staff.
• Arrange and facilitate for visitors' transportation, their arrival and visas.
• Provide advice on destinations, accommodation, car rental programs and flights.
• Confirm bookings and notify staff of travel documents, luggage, insurance, medical insurance, visas, and currency requirements.
• Attend relevant logistics meetings and report back.
• Ensure timely reporting and reconciliation of credit card and prepaid travel accounts.
• Oversee customer based queues and plan and allocate tasks to meet configuration requirements
• Responsible for tracking, receiving, and stocking all items ordered.
• Ensure materials are appropriately stored.
• Provide a list of all office equipment either in store or office with proper number tagging and coding.
• Manage and maintain inventory to operating levels to avoid supply
• Manage the repair of equipment.
• Responsible for supervising and accounting for an inventory.
• Carry out annual property inventory and provide other report in his area of responsibility.
• Greeting and directing visitors, answering phone inquiries and handling complaints in a courteous, professional manner.
• Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times.
• Occasionally traveling off-site to deliver reports or files to other departments.
• Ensuring the confidentiality and security of files and filing systems
• Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information. 
• Operating copy equipment, fax machines, printers or other equipment necessary.
• Carry out packing, crating, and warehousing, and storage duties in preparation for site-specific program and shipment.
• Maintaining physical and digital personnel records like employment contracts and PTO requests.
• Update internal databases with new hire information.
• Create and distribute guidelines and FAQ documents about company policies.
• Gather payroll data like bank accounts and working days.
• Publish and remove job ads.
• Schedule job interviews and contact candidates as needed.
• Prepare reports and presentations on HR-related metrics like total number of hires by department.
• Develop training and onboarding material.
• Respond to employees’ questions about benefits (for example, number of vacation days they’re eligible for).

REQUIREMENTS

• Work experience as an Admin/procurement Officer, HR Administrative Assistant or similar role.
• Familiarity with Human Resources Information Systems (HRIS)
• Basic knowledge of labor legislation
• Experience using spreadsheets
• Organizational skills.
• Good verbal and written communication skills.
• BSc in Human Resources Management or relevant field in social sciences