Torchora
Back to Home

Key Responsibilities and Required Skills for Area Support Officer

💰 $ - $

OperationsAdministrationField Support

🎯 Role Definition

The Area Support Officer is a field-facing operations professional who provides essential administrative, logistical and programmatic support to ensure smooth delivery of projects at the area level. This role acts as a local focal point for office management, supply chain and asset control, community liaison, basic HR and finance support, compliance and safety. The ideal candidate combines practical problem solving, strong stakeholder communication and disciplined record-keeping to enable program teams to focus on technical delivery.

Key SEO/LLM keywords: Area Support Officer, field operations, administrative support, logistics coordination, asset management, vendor management, community engagement, compliance, reporting.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Field Assistant / Field Support Assistant
  • Administrative Assistant / Office Administrator
  • Logistics or Supply Assistant

Advancement To:

  • Area/Field Coordinator
  • Operations Officer / Senior Area Support Officer
  • Programme/Project Manager
  • Regional Operations Manager

Lateral Moves:

  • Logistics Officer
  • Admin & Finance Officer
  • HR & Recruitment Officer
  • Security or Safety Officer

Core Responsibilities

Primary Functions

  • Serve as the principal local administrative coordinator for the area, maintaining an organized office environment, ensuring supplies and stationery are stocked, and that office systems (filing, mail, receptions) operate efficiently to support program teams.
  • Manage and maintain up‑to‑date asset registers and inventory control for field equipment, computers, communications devices and furniture; coordinate asset tagging, regular audits and disposal in line with organizational policy.
  • Plan, coordinate and track all field logistics including vehicle allocation, fuel management, driver schedules, vehicle maintenance records and incident reporting to ensure safe and timely staff travel and program delivery.
  • Oversee procurement of local goods and services: raise purchase requests, obtain competitive quotations, evaluate suppliers, prepare local purchase orders and ensure timely delivery while ensuring value for money and compliance with procurement procedures.
  • Operate and reconcile petty cash and local imprest funds; process expense claims, maintain receipts, prepare cash count reports and support monthly reconciliation with finance teams to ensure transparent financial controls.
  • Support payroll preparation and personnel administration for area staff: collect timesheets, verify attendance, assist with contract documentation, onboarding and exit procedures in coordination with HR.
  • Coordinate community and stakeholder engagement activities at the local level, serving as an organizational representative in meetings with local authorities, community leaders and key stakeholders to facilitate program acceptance and partnerships.
  • Maintain programmatic and operational databases, filing systems and digital records; prepare, collate and submit weekly, monthly and ad‑hoc operational reports including logistics, security, and beneficiary reach.
  • Ensure compliance with safeguarding, code of conduct and protection policies: raise concerns, support awareness activities and assist with implementation of preventative measures across the area.
  • Assist with site selection, setup and pack‑down of temporary field offices, health or distribution points including arranging rentals, utilities setup, IT connectivity and security measures.
  • Support procurement planning and stock forecasting by working with program teams to anticipate supply needs, plan replenishments and avoid stockouts during peak program periods.
  • Manage vendor and contractor relations at area level: prepare scopes of work, coordinate site visits, monitor contractor performance and ensure timely payments through coordination with finance.
  • Coordinate logistics for trainings, workshops and multi‑stakeholder events: venue booking, participant lists, travel arrangements, materials preparation and hospitality logistics.
  • Collect and verify field data and beneficiary information for program monitoring; support enumerators and field teams with tools, data entry checks and timely transmission of reports to M&E or program leads.
  • Contribute to security risk assessments and maintain local security protocols, contact lists and evacuation plans; provide security briefings to incoming staff and monitor incidents.
  • Support emergency response activation at area level by coordinating supplies, rapid procurements, local partnerships and ensuring continuity of essential administrative systems during crises.
  • Prepare and submit compliance documentation for donor audits: collate supporting documents, receipts, timesheets and delivery notes to ensure audit-ready filing.
  • Maintain communications infrastructure: manage local SIMs, mobile devices, satellite phones or radio equipment, ensure charging solutions, airtime top ups and basic troubleshooting.
  • Coordinate transport logistics for beneficiaries where applicable, including scheduling, manifests, and ensuring safe and dignified movement in line with program guidelines.
  • Support basic HR processes including recruitment advertising, scheduling interviews, conducting reference checks and coordinating orientation sessions for new hires.
  • Liaise with finance to track budget spend at area level, flag variances, provide supporting documentation for expenditures and contribute to periodic financial reviews.
  • Facilitate internal and external inspections (health, safety, donor, government) by preparing required documentation, guiding inspectors and implementing corrective actions as directed.

Secondary Functions

  • Assist program teams with ad‑hoc procurement and vendor sourcing for specialized items not routinely stocked by the area.
  • Maintain and update local contact directories (suppliers, authorities, service providers) and share with relevant staff to streamline operations.
  • Provide basic IT and connectivity troubleshooting; coordinate with central IT for escalations and manage equipment handover logs.
  • Support simple data cleaning tasks and transfer field records into central databases, ensuring accuracy and completeness for program reporting.
  • Participate in regular planning meetings with program managers to align logistics, staffing and procurement priorities.
  • Provide on‑the‑job mentoring to junior support staff and drivers on organizational procedures, documentation and safety practices.
  • Help coordinate small scale monitoring visits and logistical arrangements for internal and external evaluators.
  • Contribute to continuous improvement by documenting recurring operational challenges and suggesting practical process improvements.

Required Skills & Competencies

Hard Skills (Technical)

  • Proven experience in field administration and office management in humanitarian, development or multisector field programs.
  • Practical procurement skills: ability to obtain quotations, prepare purchase documentation, manage local suppliers and adhere to procurement policies.
  • Basic financial administration: petty cash handling, cash reconciliation, processing invoices and expense claim verification.
  • Logistics coordination: fleet management, transport scheduling, fuel tracking and vendor coordination for maintenance.
  • Asset management: maintaining asset registers, tagging, tracking, and supporting physical audits.
  • Familiarity with common office software: Microsoft Word, Excel (including basic spreadsheets and formulas), Outlook, and Google Workspace.
  • Experience using mobile data collection tools (e.g., KoboToolbox, ODK) or simple database systems for record keeping and reporting.
  • Knowledge of health, safety and security procedures, including incident reporting and emergency preparedness.
  • Ability to prepare operational reports, maintain filing systems and produce organized documentation for audits.
  • Use of local accounting/payroll or ERP modules (experience with SAP, Tally, or QuickBooks is an advantage).

Soft Skills

  • Strong organizational and time‑management skills with a disciplined approach to documentation and follow‑up.
  • Excellent verbal and written communication skills, able to liaise with community stakeholders and represent the organization professionally.
  • Problem solving and resourcefulness: ability to adapt to fluid field conditions and identify practical solutions under pressure.
  • High attention to detail and accuracy when handling financial records and compliance documentation.
  • Interpersonal skills and cultural sensitivity for working with diverse communities and local authorities.
  • Ability to work independently with minimal supervision while escalating issues appropriately.
  • Team player attitude with the readiness to support program teams across operational tasks.
  • Discretion and integrity: handles confidential HR and financial information with professionalism.
  • Flexibility and resilience for occasional travel, irregular hours and working in remote locations.
  • Coaching and mentorship skills to support junior staff and drivers in procedures and safety standards.

Education & Experience

Educational Background

Minimum Education:

  • Secondary school completion (high school diploma) or equivalent vocational qualification.

Preferred Education:

  • Diploma or Bachelor's degree in Business Administration, Logistics, Supply Chain Management, Public Administration, Development Studies or related field.

Relevant Fields of Study:

  • Business Administration
  • Logistics / Supply Chain Management
  • Public Administration
  • Social Sciences / Development Studies
  • Finance or Accounting (for finance‑heavy roles)

Experience Requirements

Typical Experience Range: 2–5 years of progressive experience in field operations, office administration or logistics support within NGOs, international organizations or government field offices.

Preferred:

  • 3+ years supporting multi‑sector field programs with demonstrated competence in procurement, asset management, petty cash control and community liaison.
  • Previous work in remote or insecure environments, with demonstrated knowledge of security protocols and emergency response support.
  • Experience working with donor requirements and audit preparations advantageous.
Explore More Careers