Operations Administrator

The Market Development Facility, an Australian Government funded initiative, aims to:

• Create additional employment and income earning opportunities for poor women and men through broad-based and sustainable pro-poor growth.
• Make rural and urban sectors of the economy in which the poor are involved as producers and workers, more competitive and making them grow. 
• Trigger lasting, 'systemic' changes in the markets systems around these sectors to reduce constraints to growth and to increase their capacity to innovate and deal with competitive, regulatory, social and environmental pressures, so that the benefits for the poor will sustain and expand in time.

The Facility is committed to implementing a systems approach to stimulate pro-poor economic growth:

• Rather than working with the poor directly, the Facility seeks to develop partnerships with players in the private and public sector with the ability and leverage to trigger lasting systemic changes that create broad-based, sustainable pro-poor growth.
• With each partner, the Facility designs and negotiates detailed action plans, which include clear financial and resource commitments, to arrive at appropriate, innovative and sustainable solutions. These partnerships and plans are called interventions.
• Sector players take the lead in implementing the interventions and the Facility's role is limited and short-term.

MDF is a multi-country facility, operational in an expanding number of countries; each country has its own Country Team (CT) on the ground.

Assignment Objectives:

The Operations Administrator supports the Country Representative in the operational management of the country office(s). MDF is a fast-paced work environment in which Business Advisers and Results Measurement Specialists are encouraged to work in a dynamic fashion with their partners and travel to the field whenever required. The Operations Administrator’s task is to support this dynamic environment in all its facets by maintaining a smooth running office, displaying flexibility when required. To achieve this, the Operations Administrator ensures the procurement and supply of all necessary goods and services, appropriate asset management, use and maintenance, and that all necessary logistical and security arrangements are in place.

At the same time, the Operations Administrator ensures that the office is running in s a manner compliant with all relevant MDF manuals and meets Palladium and DFAT requirements as well as the Australian Government Commonwealth Procurement Guidelines. To achieve this, the Operations Administrator collaborates with the relevant Central Personnel (for Procurement, Security etc.) as required.

The Operations Administrator is vigilant about all forms of misuse and misappropriate of office assets and inventory.   

Key Responsibilities:

Areas of responsibility include:

1.  Office Management

• Responsible for the management of the MDF office including oversight of the tenancy agreement, contractors and suppliers; ensure that the office is maintained to the desired standard at all times – this includes relevant Occupational Health and Safety Standards.
• Manage the MDF office vehicle fleet including vehicle allocation, cleanliness, registration, insurance and scheduled servicing; be vigilant about any use of office cars that goes against the MDF Operations Manual and report misuse immediately to the Country Representative and/or (Deputy) Team Leader.
• Manage inventory and assets; maintain accurate and up-to-date asset register (monitor procurement and disposal); ensure that assets handled with appropriate care and are maintained well; report any misuse immediately.
• Ensure that adequate insurance coverage of property, assets and vehicles is in place as required.
• Ensure that adequate IT and communications systems are in place to ensure that electronic files are backed up and the office can smoothly connect to the other MDF offices; liaise with service providers.
• Manage the daily activities of drivers, cleaners and other support staff.

2.  Procurement

• Work closely with the Central Procurement Specialist and inform and involve him/her as required to ensure procurement in country is compliant with the relevant MDF manuals, Palladium and DFAT requirements and the Commonwealth Procurement Guidelines.
• Oversee all procurement and ongoing management of assets, including documentation of required specifications, procurement, maintenance and disposal for the MDF country office in line with MDF procurement policies.
• Manage the annual comparative quotation process and documentation.
• Work closely with the MDF Accountant to ensure prompt payment for all goods and services received.

3. Logistics

• Work proactively with colleagues to ensure effective coordination, management, planning and monitoring of logistics in support of travel and event management.
• Utilize and, where necessary, develop tracking systems and communications processes to ensure effective and well-coordinated arrangements, ensuring that all staff field movements are up to date on Mango Apps on a daily basis.
• Ensure that in the office and during travel all necessary safety measures and precautions and all Standard Operations Procedures as deemed necessary by the Central Security Response Specialist, are adhered to.
• Make all national and international travel arrangements for MDF office personnel, including accommodation, security, per diems, visas, letters of support and any other requirements
• Coordinate all necessary logistics for meetings and other functions.

4. Security

• Work with the Central Security Specialist to implement the MDF Security Plan, as and when required, including coordination of security sub-contractors, monitoring of tracking devices, coordinating the initial emergency response to any security situations and ensuring that all MDF staff are briefed and comply with MDF Security Manual requirements.

5. Administration

• Establish and maintain electronic and paper filing systems to a high standard.
• Develop and maintain a register of all MDF contracts and subcontracts, including office leases, partnership agreements, staff contracts and other agreements. 
• Oversee and schedule vehicle usage, including vehicle log books.
• Coordinating the preparation and distribution of manuals, reports and other documentation.
• Provide administrative support to colleagues as required.
• Take and distribute meeting minutes, as required.

6. HR Administrative Management

• Coordinate and provide and logistical support of recruitment efforts.
• Assist in the mobilisation and orientation of new staff and short-term personnel, including travel bookings and obtaining visas, as required.
• Develop induction schedules for new staff, and ensure all required documentation is competed and lodged/filed as required.
• Maintain HR Admin files ensuring that all materials are up-to-date, accurate and available in soft copy; provide copies of files for central storage as required.
• Maintain a schedule of performance reviews due dates, remind all line managers of upcoming review dates.
• Work with Country Representative to plan training needs and, upon approval, to manage training logistics and maintain training records.
• Maintain record of staff leave and supporting documentation for all staff.
• Collect monthly timesheets and coordinate approval process.

7. Other duties,

• Perform other duties as required, which are deemed necessary as directed by the Country Representative
• Supervise Logistics and Administrative Officer and Admin Assistant and other support staff.
• In case of unavailability of Security Specialist will work as Security Focal person.

 Selection Criteria:

• At least a Bachelor Degree in a relevant discipline, business administration preferred
• Experience in management and delivery of administrative and logistical support to large projects or organisations, preferably for international development donors or organisations
• Strong working knowledge of MS Office programs
• Excellent command of both verbal and written English
• Strong attention to detail and accuracy within all aspects of work
• Excellent level of interpersonal, negotiation and conflict resolution skills
• High level planning, multi-tasking and time management skills
• A high degree of personal initiative, enthusiasm for the work, strong organisational skills and the ability to work with minimum supervision in a multi-cultural environment
• A Police Certificate Required.

Application Requirements:

Positions are open nationals and permanent residents with authority to live and work in the country of work. Rates of pay are based on local labour standards.

Applications:   

Positions are open to Pakistani nationals and permanent residents with authority to live and work in Pakistan. Rates of pay are based on local labour standards.

The deadline for submission of applications, including an up-to-date CV, is 5^th February 2017.