Summary
Assistant Admin & Logistics is a key member of the field operations management as well as the overall operations team. The position reports directly to Admin & Logistics Specialist and coordinates about its activities on daily basis. The incumbent’s overall level of effort/duties will be required 100% for Karachi office facilitation.
Resposibilities
- Assist Office Administration & Facility Management
- Assist Travels, Events and workshops management
- Assist Material Stock Management
- Assist Filling and Record Keeping
Office Administration & Facility Management:
- Ensure office cleanliness and provide comfortable work environment for staff
- Ensure that office utility bills are paid on time
- Prepare monthly/weekly attendance sheets of all CMP Karachi office staff
- Manage and assist inward and outward dispatch for Karachi & Sukkur office
- Assist to manage office rental and services contract
- Provision of safe and secure work environment for staff.
- Proper check of fire extinguishers, smoke detectors an emergency exit
Travel, Accommodation, Events and workshop Management:
- Arrange national and international air and road travel arrangements for staff
- Arrange staff accommodations within and outside the city
- Organize and arrange events and workshops.
- Ensure provision of all kind of logistics support required not only for indoor but outdoor meetings, events, seminars & workshop
Material & Stock Management:
- Ensure an adequate stationery, hygiene and tea material is available for office use
- Ensure an adequate office supplies like printer tonner, cartridge, sim cards are available.
- Place order for the replenishment of stationery, hygiene, office supplies and tea material stock
- Keep proper record of stock, its consumption and issuance record
Filling & Record Keeping
- Responsible for proper filling of all related files related to office administration, stocks, contracts, vehicle and make manual and digital data readily available for inspection, reporting and audit purposes
Reporting:
- Monthly stock inventory report
- Monthly follow up report of contract & Service agreement
- Monthly SITREP (no of staff traveled, activity, Billing etc.)
Required Skills and Experience:
- Bachlor's degree in relevant field
- 1-2 years of experience in the administartion and logistics perferably with USAID funded project
- Knowledge about MS Office applications, including good knowledge of Excel and PowerPoint
- Good inter-personal communication skills
- Capacity to deliver task on time
- Demonstrate approach to work that is characterized by commitment, motivation, energy and flexibility
- Ability to relate to people from diverse cultural backgrounds and establish good working relations
- Ability to work calmly under pressure and to tight deadlines