Admin and Logistic Officer

January 22, 2024
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Job Description

About Union Aid:

Established by Afghan philanthropists and social activists in 1979, Union Aid (UA) has been dedicated to serving Afghan refugees and host communities through various health, education, and skill development projects. UA provides basic health services, formal education, skill development programs, literacy centers, and scholarships. Actively engaged in humanitarian and development sectors, Union Aid focuses on healthcare, nutrition, education, scholarships, vocational training, family support, emergency response, livelihoods, food security, shelter, environmental protection, and WASH.

Position: Admin and Logistics Coordinator

Location: [Insert Location]

Purpose and Scope of Assignment:

The Admin and Logistics Coordinator works under the overall supervision of the Administrative Officer and Procurement/Logistics Officer, providing essential support to project staff. This role involves coordinating meetings, handling travel arrangements, maintaining records, and ensuring efficient logistics for smooth project operations.

Duties and Responsibilities:

  1. Coordinate appointments, meetings, and conference room schedules for program/project staff.
  2. Arrange hotel and airline reservations, and local travel plans for head office and project staff.
  3. Develop and maintain computerized spreadsheets and databases, producing formal presentation materials.
  4. Maintain a comprehensive filing system for project and office documents in compliance with Union Aid policies.
  5. Draft correspondence and reports as needed.
  6. Provide logistical support for meetings and events.
  7. Ensure availability of goods and services required for UA-Head Office and field projects.
  8. Prepare and update lists of materials, assets, and equipment, and handle requisitions through the Procurement Unit.
  9. Respond to routine queries from project personnel and stakeholders, directing queries as appropriate.
  10. Collaborate with project units to exchange information on administrative issues.
  11. Identify and propose alternative solutions to resolve administrative issues.
  12. Facilitate workspace allocation and arrangements for new staff.
  13. Organize and facilitate meetings and special events, coordinating dates, times, venues, attendance, and facility arrangements.
  14. Supervise and manage external suppliers to ensure quality and reliable services.
  15. Perform other related duties assigned by the line supervisor/manager.

Job Requirements:

  • Diploma in Business Administration; Bachelor’s degree desirable.
  • 3 to 5 years of Admin/Logistics/Procurement experience in NGOs and international organizations.
  • Fluency in English and local languages (reading, writing, and speaking).
  • Flexible, positive attitude, ability to work under pressure, and high commitment.
  • Excellent communication and interpersonal skills.

Submission Guideline:

Please write the Job title/Vacancy Number in the subject line of your email. Applications received after the closing date will not be considered. ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.

Submission Email:

See Also: Provincial Manager