Manager Logistics and Administration

Description

The Manager Logistics and Administration is responsible for planning, coordinating, and executing logistics and administrative support for Examination, FBISE, and Evaluation operations. The role ensures timely, secure, cost-effective, and policy-compliant delivery of examination-related materials and services across the TCF network. The position acts as a key coordination point between internal teams, the Supply Chain Department, external vendors, and Area Teams across the TCF network. The role is expected to ensure strong execution discipline, manage vendor performance, support budget control, improve processes, and enable the smooth delivery of examination and evaluation activities.

• Planning and coordinating logistics requirements for Examination, FBISE, and Evaluation operations as per approved timelines.
• Ensuring timely printing, packaging, dispatch, and delivery of examination-related materials to relevant locations.
• Tracking logistics activities from initiation to closure and proactively addressing delays, risks, & operational gaps.
• Ensuring confidentiality, accuracy, and security in the handling and movement of examination-related materials.
• Liaising with the Supply Chain Department for procurement, vendor engagement, printing, dispatch, and logistics-related requirements.
• Cross-departmental coordination with Examination, FBISE, WSE, Operations, Procurement, Finance, and other relevant departments to ensure smooth execution.
• Maintaining regular communication with Area Teams across the TCF network to share schedules, instructions, updates, and delivery status.
• Tracking confirmations, resolving field-level issues, and escalating bottlenecks to relevant stakeholders where required.
• Supporting identification, onboarding, and coordination of vendors for printing, dispatch, logistics, and administrative services.
• Allocating work to vendors in line with requirements, timelines, capacity, and organizational procedures.
• Monitoring vendor performance against agreed timelines, quality standards, confidentiality requirements, and service expectations.
• Preparing vendor performance updates and supporting periodic/annual vendor reviews for continuation or improvement decisions.
• Preparation and monitoring of budgets for logistics, procurement, printing, dispatch, travel, and related administrative activities.
• Tracking expenses against approved budgets and highlighting variances, risks, or cost overruns in a timely manner.
• Identifying opportunities to reduce costs, improve turnaround time, and strengthen resource utilization.
• Reviewing workflows and implementing trackers, checklists, SOPs, and monitoring tools to improve efficiency and accountability.
• Coordinating administrative arrangements required for examination and evaluation operations.
• Managing boarding, lodging, and travel-related arrangements for official outstation visits, where applicable.
• Ensuring all administrative arrangements are completed in line with organizational policies and approval procedures.
• Maintaining proper records of arrangements, approvals, invoices, and related documentation.
• Developing and maintaining operational dashboards covering dispatch status, vendor performance, costs, timelines, and pending actions.
• Preparing MIS reports and management updates to support planning, monitoring, and decision-making.
• Safeguarding compliance with organizational policies and audit requirements.
• Maintaining accurate documentation and escalating operational, vendor, compliance, or timeline-related risks with recommended mitigation actions.

Key Performance Indicators

• Timely completion of printing, dispatch, and delivery activities.
• Adherence to approved logistics and administrative budgets.
• Vendor performance against agreed timelines and quality standards.
• Reduction in process delays, repeated follow-ups, and operational bottlenecks.
• Accuracy and timeliness of dashboards, MIS reports, and management updates.
• Effective coordination with Supply Chain, internal and area teams, and vendors across the TCF network.
• Compliance with documentation, approval, confidentiality, and audit requirements.

Required Skills

• Strong understanding of logistics, administration, supply chain, and procurement coordination.
• Experience in vendor management, including onboarding, performance monitoring, SLA tracking, and service quality review.
• Ability to drive process efficiency, cost optimization, and operational improvements.
• Sound understanding of budgeting, cost control, procurement processes, and resource utilization.
• Strong planning, prioritization, follow-up, and execution skills for time-sensitive activities.
• Proficiency in MS Office, especially Excel and PowerPoint; Power BI/dashboarding skills preferred.
• Strong MIS reporting, data analysis, and performance tracking skills.
• Knowledge of contract management, compliance procedures, audit requirements, and policy adherence.
• Excellent communication, negotiation, stakeholder management, and problem-solving skills.
• Ability to work under pressure, manage multiple deadlines, and maintain confidentiality and accuracy in examination-related operations.

Education

• Preferably Masters in relative discipline.

Experience

• 6-8 years.