Assistant Administrative and Logistics Officer

Full Time
EXPIRES 05 Mar, 2021

Job Location



Department: Global Programs  

Location: Georgetown, Guyana 

Position Reports to:  Finance and Administration Manager - Guyana 


Job Summary:    

Reporting to the Finance and Administration Manager and serving as a member of the Administration Department this position's primary responsibility is ensuring organizational effectiveness by providing leadership for the organizations financial and operations functions as well as performing the following specific functions 


  • Degree in accounting, supply chain, business management or a related field
  • 3-5 years experience in a professional setting (ideally an NGO) working in the admin, accounting or logistics department


Accountancy duties: 

  • Daily accountancy- support in filing and data entry of receipts, cash book entries; 

  • Accounts management (cash boxes, banks accounts) and payments of cash advances; 

  • Preparation and checking of monthly accountancy to be sent to head office (receipts collection, preparation and checking, cash boxes and bank accounts follow up, expenditure summary, change rates follow up, invoices, etc.); 

  • Cash Management including petty cash system.  


Logistics and Administration 


  • Dispatch all the mail-postal or hand deliveries including shipment/courier of documents to outer stations (maintain postal log book). 

  • Supervising cleaners and ensuring the general cleanliness of the office and its compound. 

  • Custodian of stationery and supplies and responsible for dispatch of stationery to staff and clients. 

  • Arranges local travels and accommodation as required for local and international staff of HIAS, Inc. or guests of HIAS Guyana. 

  • Ensuring maintenance of office equipment including computers, copier, vehicle, generators, telephone for all the offices including site and safe house. 

  • Ensure that the records of all the vehicles usage are maintained and a monthly report done on time. 

Ensure that all the procurement process from enquiries, sourcing for quotations, raising purchase orders and following deliveries to appropriate personnel and clients are carried out as per HIAS policy and guidelines. 

  • Ensure that all the telephone lines including mobile phones are working efficiently and phone credit is loaded on time. 

  • Ensure that purchase and registration of new vehicles is compliant with local laws and donor requirements. 

  • Ensure that all the telephone lines including mobile phones are working efficiently and phone credit is loaded on time. 

  • Annually analyzing prequalification of suppliers for various goods and services and ensure compliance of financial rules in the purchase of goods and services. 

  • Assesses and organizes logistics in terms of transport requirements, receipt, handling, storage and distribution of items and establishes proper recording systems. 

  • Establishes a detailed procurement program plan to determine appropriate specifications of required items, according to established guidelines and procedures and in coordination with relevant team. 

  • Liaises and keeps close contacts with staff involved in program implementation and assists them in all matters pertaining to logistics and procurement;  

  • Devise methods of stock control, closely monitor and regularly submit situation reports on stocks and equipment. 

  • Check all invoices for logistics services against service requests made.  

  • Monitor and summarize all expenditure and provide activity report to management. 

  • Any other tasks assigned as may be assigned from time to time.  

  • Liasises with HQ Safety and Security team in implementing Safety and Security measures for Georgetown office as the main Security Focal Person. 

  • Monitor camera and alarm activity and keep back up of system weekly activities.  

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HIAS is an international nonprofit organization that provides humanitarian aid and assistance to migrants and refugees. Founded in New York in 1881. We work in 14 countries across the World. HIAS Guyana was founded in 2019.
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