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Admin Officer
Job Category:
Office, Administrative
Career Level:
Mid Career (2+ years of experience)
Job Type:
Full Time
Positions:
1
Company Name:
Catholic Relief Services (CRS)
City/Location:
Mansehra
Country:
Pakistan
Posted On:
27 December, 2009
Last Date to apply:
09 January, 2010
Description:
 

Context


CRS Pakistan started its operations in 1954 and currently working in areas of education, HIV/AIDS, drought mitigation, water and sanitation, livelihoods, legal assistance to refugees. Alongside this, CRS continues to work in the areas of emergency response, disaster preparedness and mitigation.

Core objective of Mansehra Admin Officer is to ensure consistent availability of quality services to ensure timely and effective programming without compromising on accountability and transparency. The Admin Officer is responsible for the overall effective and efficient management of inventory, equipment, furniture, fixtures and day to day activities. Therefore, Admin Officer is responsible for inventory and developing, maintaining, revising and updating standard working procedures.  

Primary Responsibilities:

  1. Building and Equipment Management
  2. Inventory Management
  3. Security


Key Responsibilities:


Building and Equipment Management:

  • Maintenance of office equipment and renewal of maintenance contracts
  • Prepare lease agreements for office and accommodation of expatriate staff
  • Ensure proper system is in place for timely repair of damaged and broken equipment
  • Ensure timely processing of utility bills for office and expatriate’s accommodations and develop a strong relationship with utility companies for smooth functioning
  • To Supervise CRS support staff (housekeepers, kitchen staff and guards)

Inventory Management:
  • Maintain a master inventory database safely and make sure it is protected with a password
  • Ensure that inventory items are recorded or classified systematically.  Maintain separate databases; one for assets of value more than USD. 5,000, other for inventory items of value more than USD. 500, and another for inventory items less than USD.500 respectively
  • Prepare Goods Delivery Note (GDN) for inventory items
  • Ensure that all assets and inventory items are assigned property numbers
  • Ensure that property database contains all required information such as item description, price, serial number, donor source etc., as per CRS policies and procedures
  • Report the quarterly inventory with high quality and accuracy and submit to CRS Islamabad Office on need basis.
  • Update/change databases as required; in case of donation to partners, change in physical location, change in donor source, disposal etc., as per CRS policies and procedures
  • Ensure the physical existence of the items at least once in a year by taking physical count with assigned staff from finance department
  • To maintain all official and original records for audit and reporting purposes.

Security:
  • Take the lead in security management of the Mansehra operations by staying abreast of local, national developments, obtaining security information from relevant sources, and gathering road condition updates on daily base.
  • Proactively stay informed of all incidents and trends that may affect CRS staff safety and security
  • Provide security advisory to staff on regular basis.
  • Establish network of local key informants to collect up to date information on potential security threats
  • Daily coordination with Islamabad based Security Coordinator to provide updates from the field
  • Perform regular security assessments in CRS and partner target areas
  • Perform security assessment on all CRS office buildings, guest houses, and warehouses, and prepare written recommendation for HoO, CR and security coordinator
  • Take lead in ensuring and  developing office security measures
  • Supervision of all CRS Mansehra Security Guards
  • Development of clear guidelines in regards to CRS Mansehra staff and partner staff security and safety
  • Participation in Mansehrai security network of (I)NGOs, UN organizations, and GoP
  • Ensure timely submission of Security Guards time sheets, Leave Requests, monthly guard roaster and overtime calculation of all security guards.
  • Assist in security management by obtaining security information, road condition updates when required.
  • Ensure timely reporting of any concerns regarding staff safety and security to HoO, CR and Security Coordinator
  • Prepare a weekly security report for inclusion in weekly report to CR, DoP, HoNO and also share weekly security report with Security Coordinator
  • Ensure surprise checking of every security guard on monthly basis.
  • Circulate security massages to the CRS staff whenever required.
  • Maintain the updated staff contact list and contact list of security updates and hospitals for any emergency.
  • Provide Security Briefing to visitors and new staff to the field office
  • Assist security coordinator in preparation and revision of Field Security Plan and Contingency Plans
  • Perform any other task assigned by the supervisor and/or Head of Office

Emergency Response:
"The (Designation) may be called upon as part of their roles and responsibilities to participate and/ or provide support in emergency response situations when and where required in consultation with their supervisor."


Key Working Relationships:
  • Internal: HR Officer, HR/Admin Manager, Head of office, Program and Program   Support staff, Sub Offices Operations staff, Support Staff
  • External:  Owner of Office building/Guest House/ Ware house, Utility Companies (PTCL, WAPDA, etc), UN, Security focal Person of NGO’s, district line department
 
Professional Skills:
Graduate preference will be given Master degree
Minimum two years of experience in area of Administration

Personnel Skills:
Reliable, responsible and detail oriented
Excellent communication, negotiation and personnel skills
Ability to work in team setting, taking initiatives and performing multiple tasks.