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Element

Description

Title

Administration Officer

Grade

8

Project Name

USAID’s Pakistan Regional Economic Integration Activity (PREIA).

Location

PREIA Project Office, Islamabad.

Estimated Duration

One Year (Extendable to Project Duration)

Overview of Job and Project Description Summary

Administration Officer is responsible to ensure implementation of essential operations and administration standards, policies & procedures, tools, templates as per guidelines. S/He will ensure appropriate support to all programmatic areas assuring maximum results, accountability, and transparency.

Reports to

Operations Manager

Key Responsibilities

  • Prepare purchase requests for office needs; ensure office supplies are in stock at all times, including stationary and office consumables.
  • Prepare petty cash reimbursement forms for review and onward submission to finance.
  • Prepare payments for timely submission of utility bills and to finance. Ensure all payments due are made on time.
  • Ensure the upkeep of offices facilities and working environment.
  • Make arrangements and follow-up for all necessary repairs and building maintenance; Liaison with Office building management for maintenance when required
  • Make necessary arrangements for office meeting within the office premises.  
  • Receive Office Guests and ensure the documentary requirements are fulfilled for visitor’s entry to premises.
  • Supervise support staff and drivers. Assign duties and follow-up to ensure that the objectives are achieved.
  • Ensure that fleet/ transport operations are carried out in compliance with Operations Manual.
  • Make transport arrangement for visitors/ staff, schedule airport pick and drop and designate drivers in a timely manner.
  • Receive supplies and goods procured and maintain record as outlined in Operations Manual.
  • Ensure that information related to expendable and nonexpendable assets are updated, reviewed, and recorded.
  • Conduct periodic physical inventory checks.
  • Perform other duties assigned by the Operations Manager

Skills and Behaviors

  • Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling organizational values.
  • Takes responsibility for their own personal development and encourages others to do the same.
  • Builds and maintains effective relationships, with their team, colleagues, and external partners.
  • Approachable, good listener, easy to talk to
  • Develops and encourages new and innovative solutions
  • Honest, encourages openness and transparency
  • Resilient, enjoys working under professional and workload pressure.  Remains patient and effective 
  • Establishes and maintains credibility with project staff from junior colleagues to senior management
  • Sensitive to the social & cultural environment
  • Proactive and result-oriented with a strong ability to coordinate between different teams and individuals.

Minimum required Qualification

  • University degree in Business administration, or other discipline relevant to management and administrations
  • Specific sector experience of 3 - 4 years
  • Excellent IT skills with High proficiency and MS Office suite
  • Proven experience in maintaining detailed administrative records.
  • Works well on own initiative while maintaining strong rapport with colleagues
  • Excellent management and communications skills
  • Ability to work independently to a high professional standard
  • Fluency in written and spoken English.

How to Apply for this Opportunity

Interested candidate may submit their CV and cover letter on [email protected] by or before Sunday September 27, 2020.

Please Mention the Position Title in Subject line.