Country: South Sudan
Closing date: 16 May 2016
Admin Core Functions
Serves as focal point of contact on administration. Translation services and Focal point for office visitors – interface between staff and clients
Arrange conferences, workshops, and other official functions, handle travel arrangements, prepares general correspondence, and manages documents (electronic and paper files).
Manage the receipt and dispatch of courier packages and ensures that the delivery is done and updated accordingly.
Prepare materials for field trips and missions.
Take minutes during meetings and send to participants after every end of meeting.
Manages office supplies by regularly updating the stock bin cards and prepare monthly office supplies consumption report.
Enforcing office safety procedures and ensures that office safety and ergonomics are clearly observed.
Directly managers and supervises cleaners, Guards and ensures consistent measurable deliverables assigned to these junior staff are achieved.
Ensure that all field staff receives their monthly air time, follow up cases of missing time for all staff and Update the monthly contact list & non-working days of the month.
Ensure all new staff members receive a comprehensive orientation and are fully conversant with program protocols and requirements.
Organize office seating space and supplies for new staff.
Responsible for organizations of workshops to include making arrangements, availing supplies, preparing sign up sheets and any other necessary administrative arrangements.
Maintain and ensure that all administrative polices and guidelines are clearly followed and adhered to by all the staff.
Ensure all supervisors submit approved timesheets for their staff as required by policy as per HR deadlines.
Foster and facilitate the development of cooperative professional relations between and among staff at all levels.
Focal point airport pick-up and accompaniments for PSI staff and arranging hotel bookings where appropriate.
Ware House/Storekeeping Functions.
Maintain all inventory movement records
Ensure cleanliness and security of warehouse facility.
Supervise Ware house casual laborers (Blockers/Loaders/off-loaders), truck drivers, packagingstafstaff etc.
Ensure and enforcing of quality control standards and compliance pertaining to Warehouse management, handling of storage and products.
Ensure timely and up-to-date documentations of issuance/ receipts of products.
Ensure proper maintenance of Warehouse equipment such as pallet movers, fans, refrigerators’, air conditioners, generators etc.
Monitor the conditions of the warehouse (temperatures, and temperatures control systems).
Enforcing industrial safety, security and precautions in the warehouse for both the staff and the building.
Schedule the packaging and repackaging as agreed with Warehouse Coordinator.
Prepare the warehouse stock and stock record up date for inspection and monthly CTL audit.
Ensure Warehouse neatness for the storage facilities, environment and all equipment.
Ensure accurate coding and labeling of products (lot numbers, expiry dates, packs etc).
Ensure monthly and regular reporting on warehouse is sent to Juba.
How to apply:
Interested candidates may apply via email with a copy of their CV, cover letter and list of referees to jobs@psi-sudan.org, or submit applications in hard copy to PSI South Sudan Juba office at hai Tongpiny or Yei Field Office at Hai sobe.