Administration Coordinator

1. Administrative Management

Oversee daily office operations (mail, filing, office supplies).
Maintain administrative files, ensuring compliance with CBM and donor procedures.
Prepare and monitor service contracts, agreements, and other administrative documents.
Support the organization of meetings, workshops, and missions (agendas, minutes).          Lead the welcome and protocols services ,

2. Logistics Management

A. Procurement & Supply Chain

Identify needs for project and office materials, equipment, and supplies.
Manage the full procurement cycle: supplier relations, contract negotiation, ordering, and delivery tracking.
Verify quality of received goods and ensure they meet specifications.
Manage inventory levels to maintain sufficient operational stock.

B. Transport, Distribution & Warehousing

Organize transport of goods to project areas, considering logistical and security constraints.
Coordinate distribution activities to beneficiaries if needed.
Plan and supervise staff movements, including international and local travel.
Manage vehicle fleets (maintenance, repairs, insurance).
Oversee warehouse management: receiving, storage, and shipping of goods.
Implement stock management systems and conduct regular inventories.

C. Equipment & Infrastructure

Ensure maintenance and repair of equipment and infrastructure (offices, vehicles, equipments).
Manage contracts for equipment and vehicle rental or purchase.
Supervise installation and maintenance of technical equipment (generators, communication systems).

3. Cross-Cutting Responsibilities

Planning & Coordination

Develop logistical plans for projects and emergency interventions.
Coordinate closely with Programs, Finance, and HR departments for synergy.
Participate in budget development and monitor logistical expenditures.
Assess and mitigate logistical risks.

Security

Ensure all logistical activities comply with organizational safety standards and protocols.
Participate in developing and implementing security plans for staff and assets.

Human Resources

Supervise and train Admin & logistics staff (Admin Assistant, drivers, cleaners).
Evaluate staff performance and ensure adherence to organizational policies.

Reporting & Compliance

Maintain all Administrative & logistical records (orders, invoices, contracts).
Prepare regular reports on logistical activities for management.
Ensure all activities are documented and comply with internal CBM procedures.

Partnership & Collaboration

Work with local and international partners to ensure effective logistical coordination.
Participate in inter-agency logistical coordination meetings.

Continuous Improvement

Identify opportunities to improve logistical processes and implement best practices.
Participate in training to maintain updated logistical skills.