Manager Logistics and Administration

Role Overview

The Manager of Logistics and Administration plays a crucial role in orchestrating the logistics and administrative functions for Examination, FBISE, and Evaluation activities within The Citizens Foundation network. This position ensures that all related materials and services are delivered securely, punctually, cost-effectively, and aligned with organizational policies.

Key Responsibilities

• Plan, oversee, and execute logistics operations for examinations and evaluation events, including printing, packaging, dispatch, and delivery of examination materials on schedule.
• Closely monitor logistics workflows to proactively resolve delays and operational gaps while ensuring confidentiality and accuracy in handling sensitive materials.
• Serve as the central liaison between Supply Chain, internal departments such as Examination, FBISE, WSE, Operations, Procurement, Finance, and Area Teams, facilitating smooth coordination and communication across the TCF network.
• Manage vendor relationships for services including printing, dispatch, logistics, and administrative support, ensuring their performance meets timelines, quality, confidentiality, and organizational standards.
• Develop and oversee budgets for logistics, procurement, travel, and administrative operations, tracking expenditures and identifying opportunities to reduce costs and improve efficiency.
• Coordinate travel, accommodation, and transportation logistics for staff, examiners, and evaluators, ensuring adherence to company policies and budget constraints while maintaining high standards of safety and service.
• Maintain accurate records of logistics activities, approvals, vendor performance, and administrative processes, preparing operational dashboards and MIS reports to provide transparency and support decision-making.
• Ensure all activities comply with organizational policies, audit requirements, and contract management guidelines, promptly escalating risks and suggesting mitigation strategies.

Essential Skills and Experience

• Deep knowledge of logistics, administration, supply chain management, and procurement coordination principles.
• Proven experience managing vendors including onboarding, monitoring performance, evaluating SLA adherence, and conducting service quality reviews.
• Strong capabilities to enhance process efficiency, optimize costs, and implement operational improvements.
• Solid expertise in budgeting, cost control, resource management, and procurement workflows.
• Excellent planning, prioritization, follow-up, and execution skills to manage high-pressure and time-sensitive activities effectively.
• Proficient in MS Office with advanced Excel and PowerPoint skills; familiarity with Power BI or dashboard reporting tools is preferred.
• Capable in MIS reporting, data analysis, performance tracking, and compliance with contract and audit standards.
• Outstanding communication, negotiation, stakeholder engagement, and problem-solving abilities.
• Ability to manage multiple deadlines and maintain strict confidentiality and accuracy throughout examination-related processes.

Educational and Experience Requirements

A Master's degree in a related discipline is preferred. Candidates are expected to possess between six to eight years of relevant professional experience.

Key Performance Indicators

• Completing all printing, dispatch, and delivery tasks on time.
• Operating within the approved logistics and administrative budgets.
• Ensuring vendor adherence to agreed timelines and quality standards.
• Minimizing operational delays, repetitive follow-ups, and bottlenecks.
• Delivering timely and accurate dashboards, MIS reports, and management updates.
• Facilitating effective coordination among the Supply Chain, internal departments, area teams, and external vendors.
• Maintaining full compliance with documentation, approvals, confidentiality, and auditing policies.