Philippines: Technical Project Assistant-Logistics MANILA BASED (FILIPINO NATIONALS)

Job duties and responsibilities

Staff Management:

• Direct line manager of the Driver based in Manila.
• Ensure that he/she completes tasks and delivers the assigned work in a timely manner, within the budgeted finance costs and with good standard of quality;

Vehicle Management:

• Ensure that the delegation is compliant in all aspects of the Fleet Management procedures, rules and regulations, including security regulations;
• Responsible for the vehicle lease agreement renewal;

• Manage the delegation’s vehicle fleet which includes the following:

• Keeping track of the mileage for each vehicle,

• Managing the fuel consumption for each vehicle,

• Ensure that the vehicles are properly maintained,

• Ensure the use of proper reporting if an accident occurs,

• Manage the schedule of both the vehicles and the drivers, which includes receiving driver/vehicle requests from staff members.

Transportation arrangements:

· Assist in booking flights and arranging transport (including airport transfer) for all staffs and visitors as required;

• Assist in finding the most cost effective travel arrangement and ensure consistency of services;
• Be responsible for the deliverables of all travel agents and verify all itinerary proposed are matching the request;
• Follow up mission orders tracking: reception, approval of OIC –HR, sharing with the Finance and Human Resources team for good coordination of support.

Procurement:

• Focal person for Manila based procurement sourcing activities especially in facilitating launch of nationwide tender process for all TTL related high value purchases.
• Assist in the evaluation of purchase requisitions and ensure specifications, budgetary data and all other requirement are correctly filled out by the requester.
• Ensure that all procurements are strictly in compliance with PRC and American Red Cross standard procedures;
• Follow-up on the status of purchase orders and keep requesting unit abreast of estimated time of delivery or any other changes that may affect or modify the original delivery conditions.
• Handle the procurement process according to PRC quality standards for products and services, always considering timeliness, accuracy and cost efficiency as main priorities.
• Participate in the evaluation of offers, comparative bid analysis, technical working group meetings and in the selection of suitable suppliers.
• Conduct Manila based supplier assessment and help to implement long-term strategic procurement activities.

· Oversees the process of import/export of materials to/from ARC HQ as required in accordance with PRC procedures

• Carry out customs clearances of internationally procured items and contact authorities and organizations to obtain necessary authorization for its clearance.
• Ensure proper filling system for all Manila based procurement is in place.
• Liaise with the Bids and Awards Committee and ensure tenders are opened and closed in a timely manner.
• Route tender documents and other associated approval memos for relevant signatures within the PRC management team.

Office administration:

• Responsible for the office lease agreement renewal with PRC.
• Manage office assets including keeping an up to date and accurate inventory database;
• Perform and document stocktaking regularly to ensure that physical inventory and soft database are matching;
• Ensure that inventories are well stored and maintained;
• Supervise the management of office stationeries and office pantry items to ensure accurate monitoring and timely replenishment;
• Verify and prepare the request of payment for all office bills such as the telephone bills, office utilities bills, IT maintenance bills, stationeries, pantry etc. ;
• Follow up office costs with two set objectives of quality service and cost efficiency.
• Be responsible for office management: good maintenance of the office in coordination with the building manager;

IT

• Responsible for monitoring IT service provider work schedule and deliverables;
• Responsible for monitoring printer service provider work schedule and deliverables;
• Responsible for ensuring IT server cabinet is clean, neat and free of any material other than the modem equipment.

· Responsible for trouble shooting and providing the ARC Manila-based team basic IT support in coordination with Tacloban-based IT;

· Provides input and support to the MIS/GIS initiatives of the ARC M&E team in partnership with the PMER team;

Delegates accommodation Management in Manila:

· Maintain accurate record of lease agreements for all individual accommodations and follow up deposit return to AmRC once lease is expired;

• Liaise with landlords at any time when problems arise;
• Provide the accommodation information as requested;
• Maintain up-to-date of delegates and household inventories, when applicable;
• Assist in monthly expenses of delegate’s utilities.
• Follow up with approved hotel used for staff and delegates in Manila for their invoices and ensure timely process of the same.

Risk management

• Responsible for responding to all audit recommendations or queries that are linked to the office administration, procurement, and job duties above listed;
• Disseminate and promote the procurement policy among all teams.

Relationship management

• Responsible for the dissemination of PRC Administration and Logistics procedures among all teams based in Tacloban.
• Focal point for all administration and logistics related questions for AmRc based in Manila.
• Work closely with the technical counterparts in Tacloban office;
• Work closely with the logistics and administration counterparts in the National Societies, country delegations and Partner National Societies.

National Society Partnership Project support

• Provides support to the Head of Operations in the design and facilitation of capacity enhancement and development initiatives within logistics, BAC, IT and related support units in accordance with grant letters and project agreements
• Assist partnership coordinator in routing key project documents for SG’s signature and ensure consistent follow up of the same.

Other tasks

• Additional duties as assigned by the Operations Delegate.
• Education: Diploma or Degree in Relevant Field

• Experience :

  Experience of working for the Red Cross/ Red Crescent

  Experience of working for a humanitarian aid organization in a developing country

  Experience conducting logistic duties

  Experience managing staff

Qualified applicants are invited to submit their resume and cover letter by email to jobs.prc.ttl@gmail.com. In the subject line of your email please state the position you are applying for, your surname and first name.