Administrative Assistant

Introduction:

Chemonics seeks an Administrative Assistant for the USAID Khyber Pakhtunkhwa Revenue Mobilization (KPRM) Activity in Peshawar. The objective of this activity is to implement a multi-year financial reform activity, Khyber Pakhtunkhwa (KP) Revenue Mobilization (KPRM), to provide for the improved domestic revenue mobilization of GoKP. This will be achieved by improving the Government of Khyber Pakhtunkhwa’s (GoKP) revenue mobilization capacity, delivery systems, and processes; thereby optimizing the provincial local revenue base, leading to an increase in its Own Source Revenue (OSR). The Administrative Assistant will support the project in successful implementation of the project workplan and achievement of the project objectives. We are seeking individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities include:

• Handle and oversee all office administration tasks including facility management and human resource aspect of the project
• Take lead for managing office equipment including routine services and maintenance and identify needs for any future procurements
• Serve as focal person for coordinating various communications internally or externally, provide secretarial services when and where needed and ensure preparation of meeting areas for meetings.
• Serve as liaison for handling relationship with office landlord and office maintenance requirement from time to time as may be required.
• Assist in seeking bids for office operational procurements, negotiate and manage long term relationship with vendors for project travel, office or equipment maintenance, IT service providers etc.
• Assist in organizing project’s trainings, workshops and/or seminars; support program team in dissemination of activity invitations, collection of attendance sheet and other documents and organizing necessary documents for any reimbursement.
• Assist in identifying the need for new staff or replacements, coordinating necessary documentation for job advertisement and shortlisting candidates for scheduling interviews.
• Support in collection of recruitment documents, collection of reference checks, drafting employment agreements, and onboarding and orientation of new employees.
• Coordinating time sheets collection periodically, administering leave balance schedules, and working closely with health insurer on processing employee’s claims
• Supporting implementation of proper, timely system of performance appraisal and maintaining accurate database of HR function.
• Coordinating staff, stakeholders travel arrangements and reviewing expense reports before submission to finance team for processing.
• Assisting in managing project inventory in accordance with USAID regulations, serve as point of contact for issuance/transfer/return of all project inventory to project staff; ensuring safety and security of project inventory.
• Keeping various operational trackers i.e. PARs, travel requests, expense reports up to date and preparation of payment request packages for finance processing.
• Any other tasks as assigned by the Operations Director, Chief of Party or PMU

Qualifications:

• Bachelor’s degree or higher in business administration, human resource management, or any other related field.
• At least 5 years progressively responsible work experience in office administration, logistics and HR management; work experience on USAID or any other donor funded projects preferred.
• Strong ICT skills; excellent communications skills
• Ability to work in a fast paced and high expectations environment.
• Ability to maintain confidentiality.
• Strong commitments to organizational values, be able to exemplify and effectively communicate Chemonics’ culture and values.
• Familiarity with local labor law, practices as well as USG rules and regulations
• Ability to foster and demonstrate a workplace inclusive of creating opportunity, serving others, building trust, innovation, and exceeding expectations.
• Demonstrated ability to work and collaborate with a diverse team
• Proficiency in English and Urdu required, Proficiency in Pashto highly preferred.
• Prior work experience in KP preferred.
• Demonstrated leadership, versatility, and integrity