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Position Summary: Provincial Office Manager is responsible for organizing all of the administrative activities that facilitate the smooth running of provincial and district offices. Supports operations by supervising staff; planning, organizing, and implementing administrative systems. They must make sure that office equipment is maintained, relevant records are up to date and that all administration processes work effectively.

 

Location: Lahore

 

Reporting and Supervision: This position will report to HR/Admin Manager.

 

Specific duties and responsibilities include but are not limited to:

 

Stakeholder Relationship Management

  • Establish good interpersonal relationships with all the employees and stakeholders

Coordination and Logistics Management

  • Provide day-to-day administrative and logistics coordination with the provincial office and all the district offices.
  • Responsible for logistical arrangements for all meetings and seminars
  • Responsible for managing petty cash for Provincial office
  • Responsible for the supervision of respective Provincial Admin and support staff.

Operations and Administration

  • Responsible for setting up provincial offices as well as district offices.
  • Organising the office layout and maintaining supplies of stationery and equipment.
  • Responsible for maintaining the condition of the office and arranging for necessary repairs
  • Arrange and coordinate all staff travel with the support of Security staff.
  • Responsible for upkeep and repairs/maintenance of Provincial and district offices.

Asset Management

  • Responsible for inventory of expendable and non-expendable equipment and supplies.
  • Other duties as may be deemed necessary by the HR/Admin Manager and Operations Manager.

Activity Reporting

  • Provide accurate and timely activity-based reporting as per project SOPs: weekly, monthly, quarterly etc.
  • Provide informative, timely and effectively presented written reports/numerical data as required
  • Maintain Administration Data

Human Resources Support

  • Provide Human Resources support as requested by CPMU, including:
    • Long-listing and short-listing of candidates
    • Scheduling interviews
    • Review, revision and implementation of HR policies and procedures at the field level
    • Managing insurance claims at Provincial level
    • Support with onboarding of new hires at Provincial level

 

Minimum Qualification and Experience required:

  • A minimum Bachelor’s degree in Business or related field ; Master’s Degree would be an advantage
  • A minimum 07  years progressive experience in Administration and Logistics
  • Preferable to have experience in the development sector.
  • Proven experience of effective supervision, motivation and support of staff
  • Proven experience of providing or overseeing successful administrative support and office systems within a complex organization.
  • Experience of negotiating with external suppliers to secure the best service deals
  • Experience of effective delegation
  • Effective time and workload management
  • Fluency in English language (both verbal and written)
  • Skillful in interpersonal, time management, communication, and problem solving skills
  • Self-motivated and able to work unsupervised and on own initiative
  • Able to work under pressure and deadline
  • Be willing to occasionally travel for work, as required.
  • Proficient in Microsoft Office




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