Job Description

Title: Admin Assistant

Reporting to: Admin Officer-HO

Duty Station: Head Office, Islamabad

Unit: Operations

Section: Administration

Summary of Key Functions:

The candidate will be responsible to support the administrative function at Head Office. The incumbent of this position would report to Admin Officer and would closely work with (coordination and guidance of) Operation Unit. Main duties involve looking after project’s general administration, responsible for purchases, complying with internal controls, managing inventory, stock, ensure travel authorizations, preparing admin related reports, etc.

Roles and Responsibilities

• Provides administrative support to ensure efficient operation of office.
• Support Admin Officer in implementation of relevant policies and procedures of the organization and making sure that the staff are well aware of all the relevant policies.
• Taking care of the office premises and report to the supervisor if there is any minor maintenance or repair work is required.
• Maintaining an organized and comfortable office environment.
• Maintaining the office safe and secure and reporting to supervisor in case there is any security concerns. Keeping a close check on the guards.
• Making arrangements for the meetings in office and keep record of the meetings.
• Making sure that ample office stationary and supplies are available in the office and keeping updated record of the stationary and supplies.
• Processing Purchase Request, Purchase Orders, supplier/service provider invoices, expense claims, accounting payments etc. and forwarding it to HO finance for payment processing.
• Prepare travel authorizations make travel arrangements and and making sure the staff get their DSA in time by forwarding it to HO finance for payment process.
• Supports Admin Officer in maintaining attendance & leave records
• Obtain approvals from the Admin Officer and Director Operations regarding purchases for the project/organization.
• Help in preparation of summarized reports of, DSA Claims and Grant Payment requests (date and staff wise details with paid and unpaid status with proper coordination of Head Office’s Finance and HR Department).
• Maintaining dispatch record of all documents related to Admin, Finance and HR and other sections of office.
• Maintenance of petty cash, timely submission of petty cash for replenishment to HO finance.
• Compiling of petty cash documents and submission of original documents to finance for record keeping.
• Maintenance of asset list of the project office, updating it periodically and reporting to HO for record maintenance.
• Maintenance of vehicle records i.e. log books, fuel record and inspection of vehicles periodically to make sure that the vehicles are in good condition.
• Maintenance of generator log books, record of fueling and maintenance of generator.
• Facilitating HO Finance in carrying out financial audit of the project.
• Any other duty assigned by the Supervisor.