Administration/HR Assistant

Background

John Snow, Inc. (JSI), a leader in global health, is currently recruiting for an Administration/HR Assistant for a recently awarded USAID-funded three year KP-FATA Health Initiative (KFHI) in Pakistan. The overall goal of the project is to increase the availability of quality maternal and child health services in seven districts of the Malakand Division of Khyber Pakhtunkhwa (KP) and Federally Administered Tribal Areas (FATA) to improve the health outcomes of mothers and their children. This is a full-time position that will be based in Peshawar, Pakistan and will report to the Director of Administration.

Responsibilities and Duties

1. Assist in managing human resources by recruiting, interviewing, and vetting potential staff;
2. Maintain personnel records and process necessary requests;
3. Assist in establishing office systems and ensure they are followed by project staff;
4. Support logistics, travel and administrative arrangements for staff, consultants, and others as identified for operations and project components;
5. Oversee vehicle movement and maintenance coordinating operational needs;
6. Schedule meetings/training as requested and take minutes of these meetings;
7. Custom clearing of vehicles and get them registered; 
8. Support the production, timely delivery, and filing of letters, reports, project materials, or other documents;
9. Assist in the administration of health and life insurance, and all other staff benefits
10. Ensure that staff Medical claims are reviewed and forwarded to medical insurance company in time
11. Support and assist in maintaining probation records, carrying out staff annual appraisals.
12. Provide general word processing and typing; assist with maintaining project files and records;
13. Respond to general information requests from the public, including answering the telephone, greeting visitors and referring to appropriate staff;
14. Copy and distribute memos and correspondence; set up and maintain project files;
    plan and execute project procurement plan;
15. Assist in procurement requests, identify service providers, and evaluate information regarding vendor's performance, quality and prices;
16. Assist in soliciting bids, quotations, and tender documents, oversee bidding process & provide support for all procurement transactions, analyze them for conformity to specified requirements;
17. Ensure purchase orders status and keep project managers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions;
18. Service agreements and lease contracts in compliance with contractual terms and conditions.
19. Manage procurement & logistics evaluations as necessary and finalize BOQs;
20. Perform any other task as assigned by the supervisor.

Qualifications

• Bachelor’s degree and/or specialized certification in Business Administration or Management.
• 3-5 years’ experience in administration and human resources, preferably with an international organization.
• Ability to analyze problems and provide systematic solutions in line with established policies/procedures
• Demonstrated knowledge of USAID rules and regulations.
• Willingness to travel through out KP/FATA as needed.