CARE is a leading global humanitarian and development organization. Since its establishment in 2005, CARE International in Pakistan (CIP) has been responding to major disasters and undertaking an array of development projects. CIP works through its local partners and a range of stakeholders for development, as well as emergency response related interventions, which makes collaboration a key component of its work, across the country. Health and education, with particular focus on women, are some of CARE’s core identified program areas in Pakistan, as part of its Long-Range Strategic Plan.
Job Summary:
The purpose of the Admin & Logs Officer position is to coordinate and supervise project office administration, arrange provision of general services and logistics, including staff travel and vehicle pool management. The incumbent will also look after setting up and administration of office support systems, assets record, communication facilities, furniture and fixtures. S/he is responsible for ensuring the services of Information Technology are provided to all end users in the best possible way, efficiently and effectively. S/he will also support staff in troubleshooting, printers installation and copiers installation and use, on new software / hardware use and seek input from ICT officer Islamabad.
Job Responsibilities:
Office Administration - % of time: 35%
- Provide general administrative support to the project operations;
- Ensure close collaboration with Partner’s (if any) on all aspect of the day to day operations to develop efficient administrative operations;
- Ensure all care staff are aware of required rules and regulations;
- Ensure the availability and proper utilization of all organizations facilities;
- Ensure hygiene of office and facilities are maintained in proper order;
- Ensure all office equipment including computers and accessories are well maintained and in a good working order;
- Be a custodian of petty cash functions and provide support to FO staff in arranging events;
- Responsible to ensure replenishment of office stationery from Islamabad Office;
- Provide timely report regarding the administration & logistics activities;
- Set up and maintain office support systems for telecommunications, vehicle management, travel and accommodation support and all other support as needed;
- Manage lease agreements for office.
Staff Logistics and Fleet Management - % of time: 25%
- Arrange suitable accommodation for visitors in close collaboration with Islamabad Operations;
- Supervise the maintenance of the office premises, furniture and fixtures;
- Ensure staff safety at all time;
- Direct and control the workflow with regards to maintenance and proper vehicle use;
- Ensure adequate transportation is available for all staff.
Overall Property Management (Functions to be performed for Field Office) - % of time: 15%
- Ensure complete property records are maintained, all items are marked and have assigned codes;
- Reconcile the list of property annual counts against the records;
- Monthly reconciliation of CARE assets with Islamabad Operations and address discrepancies;
- Ensure that all items in the store are properly registered;
- Ensure that all necessary formalities of goods received and dispatched are adhered to at all times;
- Ensure that all consumable stock items are timely replaced and no gap is created;
- Ensure that computerized store record is kept on inventory an asset lists/ register.
Staff Management - % of time: 15%
- Supervise, lead, guide and support the support staff;
- Orient, train, and coach support staff on their assigned responsibilities;
- Ensure performance management of staff as required including: activity/task planning, monitoring, and annual performance appraisals.
Petty cash handling - % of time: 5%
- Handle project office petty cash and keep a record of petty cash disbursement/utilization with proper entries and reporting to project finance officer
Any other task assigned by the supervisor - % of time: 5%
Job Specifications:
- Masters in Management or Business Administration or equivalent combination of education and work experience. Candidates are required to have IT skills;
- Training in Office administration / Diploma in IT will be preferred;
- Minimum 2 years experience (preferably with INGO) in office administration;
- If High School Graduate with relevant post high school diploma / certificate, minimum 4 years experience related to responsibilities and demonstrable skill competency is required;
- Knowledge of detailed procurement & logistics systems will be preferred;
- Prior Experience of using atomized office systems will be preferred.
- Demonstrated leadership ability to inspire and empower others;
- Technical skills about communication equipment such as phone, sat phone, radio, web Ex, email, internet etc. is required;
- Knowledge of wireless Router Configuration & Management will be preferred;
- Network trouble shooting experience will be preferred;
- Knowledge of Active Directory and Domain Controllers will be preferred;
- Excellent communication presentation skills and proficiency in English;
- Firm belief in teamwork, gender equality, transparent and participatory management;
Working Conditions:
The post is located in Bannu with 30% travel to project field areas.
CARE International in Pakistan is an equal opportunity employer; only individuals who are shortlisted will be contacted for an interview.
Note: Individuals can apply using Brightspyre or send their resumes directly to [email protected] clearly mentioning the position title in the subject line of the email, before the stated deadline.