DESIGNATION: Logistics and Administrative Officer
PROJECT: ISP Palghar
REPORTS TO: Project Manager
LOCATION: Jawhar, Palghar
DURATION: 12 Months
SALARY: Competitive as per skills and previous experience
TRAVEL: 20%
ABOUT US With a legacy spanning over 44 years globally, Action Against Hunger is a global humanitarian organization dedicated to eradicating hunger. Our mission drives us to the forefront of the battle against hunger worldwide. In India, we focus on grassroots to combat malnutrition's root causes and consequences for 11 years. Our mission is to equip individuals with the knowledge and resources they need to see their children thrive and their communities prosper. The niche for us in India is our concentration on child malnutrition in India, employing both nutrition-sensitive and nutrition-specific interventions. We operate in four states—Madhya Pradesh, Maharashtra, Rajasthan, and Gujarat—encompassing 1,266 rural and tribal villages and 160 urban slum Anganwadi centers.
PROJECT DETAILS Maharashtra faces a critical child malnutrition crisis, with high rates of stunting, wasting, and underweight conditions posing severe health and developmental risks. Urgent action is needed to address this issue. This project focuses on the first 1000 days from conception to age two, plus, Community-Based Management of Acute Malnutrition (CMAM), as a crucial period for establishing optimal health and development. By providing proper nutrition and care during this window, Project sets the foundation for a child's lifelong well-being, shaping their overall health and future potential.
Partnering with Integrated Child Development Scheme (ICDS) and Health departments, we will reach mothers and children at individual, family, and community levels, leveraging government systems for maximum impact. We also focus on empowering project beneficiaries by enhancing their capacities through targeted initiatives that promote food security and sustainable livelihoods, thereby ensuring access to diverse nutritional sources and income opportunities.
JOB SUMMARY The Logistics and Administrative Officer plays a vital role in ensuring the seamless execution of the migration project by overseeing and managing logistical and administrative tasks. This includes procuring and managing supplies, organizing transportation, maintaining accurate records, and providing comprehensive administrative support to the team, ultimately facilitating the project's operational success.
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:
1. Purchase vouchers
2. 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:
1. Compliance with purchase vouchers
2. 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:
1. Printing and scanning accounting documents
2. Verifying supporting documents
• Maintain:
1. Fixed Asset Register & Stock Register
2. Assets Coding and physical verification of Assets
• Responsible for audits (Funder/Internal/Statutory) as required
• Manage:
1. Vendor Database
2. 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:
1. Coordinating interviews and assessments
2. 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
KEY RELATIONSHIPS
Internal
• HQ Admin, Finance, HR Team
• Program Team
External
• Donors and funding partners.
• Vendors/Suppliers
QUALIFICATION & EXPERIENCE
Essential:
• Graduation in Accounts / Commerce
• 5 years of experience in an (preferably) NGO Administrative position.
SKILLS & 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.
Please send your updated CV to jobs@actionagainsthunger.in with the subject line
‘Application for the post of ‘Log & Admin Officer-Palghar.