Administration Officer

POSITION DESCRIPTION

Position

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Administration Officer

Location (and travel)

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Islamabad, Pakistan (with travel as required)

Reports to

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Director Operations

Reportees / Supervision

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N/A

Working days/hours

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This is a full-time position, requiring 40 working hours per week.

Employment terms

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This is a fixed-term employment position for the period October 1, 2026, to September 30, 2027. The gross monthly salary range is PKR 200,000 – 250,000. The final salary offer will be determined based on the selected candidate’s qualifications, relevant experience, demonstrated competencies, and internal salary equity, in accordance with TAF’s applicable compensation framework. The position will also be eligible for benefits in accordance with TAF’s HR policies.

The Asia Foundation

The Asia Foundation is a non-profit international development organization committed to improving lives and expanding opportunities across Asia. For over 70 years in Pakistan, we have been a trusted partner in strengthening governance, empowering women, promoting inclusive economic growth, and addressing climate change. Our approach is rooted in local partnership—we work with and through a deep network of local communities, governments, civil society, and the private sector to design and implement solutions that are tailored to Pakistan's unique and diverse contexts. From the mountains of Gilgit-Baltistan to the urban centers of Karachi, our programs are designed to create a durable, systemic impact.

Role Summary

The Administration Officer will support the efficient, timely, and compliant day-to-day administration of The Asia Foundation’s Pakistan office. The position will coordinate vendors and service providers, office and event logistics, fleet and transport operations, national and international travel, inventory and supplies, and procurement and administrative records. The role will help ensure that operational arrangements are cost-effective, properly documented, aligned with The Asia Foundation’s policies and procedures, and maintained to a high standard of audit readiness. The position requires strong planning, coordination, record-management, service orientation, and the ability to work effectively with staff, vendors, and other stakeholders.

I- Main duties and responsibilities

A. Stakeholder and Vendor Coordination

• Establish and maintain professional working relationships with hotels, venues, transport providers, and other external service providers.

• Coordinate with vendors for quotations, confirmations, service schedules, and required support.

• Ensure that vendor due diligence documents are complete, valid, and properly filed before engagement, in line with The Asia Foundation’s procurement policy.

• Maintain updated vendor records and promptly report vendor performance, service-quality, or compliance concerns to the Director Operations.

B. Logistics and Event Management

• Plan and coordinate logistical arrangements for workshops, meetings, training sessions, conferences, and other office or program events.

• Ensure timely arrangements for venue booking, transport, refreshments, materials, equipment, and other event requirements.

• Maintain complete event-related documentation, including checklists, attendance sheets, invoices, approvals, and supporting records.

• Identify and report delays, risks, or issues affecting event implementation and follow up on timely resolution.

C. Fleet and Transport Oversight

• Monitor daily vehicle movement, usage, scheduling, and route planning to support safe and efficient transport operations.

• Review and verify vehicle logbooks for completeness, accuracy, and compliance with office procedures.

• Process driver-related records, including overtime and support documents, for verification and submission.

• Maintain updated records on vehicle usage, servicing, maintenance, and transport performance, and prepare periodic fleet reports.

D. Travel Coordination

• Organize national and international travel arrangements for staff in accordance with approved travel authorizations and The Asia Foundation’s travel policy.

• Prepare itineraries, ticket bookings, accommodation arrangements, ground transport, and other travel-related support documents in a timely manner.

• Ensure travel arrangements are accurate, cost-effective, and communicated clearly to relevant staff and service providers.

• Maintain complete travel files and support documentation for reconciliation, reporting, and audit purposes.

E. Office Administration and Inventory Management

• Maintain organized filing systems for administrative, logistics, vehicle, procurement, and travel records.

• Monitor stationery, office supplies, equipment, and inventory levels and initiate replenishment requests in a timely manner.

• Support the day-to-day administrative needs of the office to ensure a professional, safe, and functional working environment.

• Report maintenance, repair, and administrative issues promptly and follow up with relevant service providers for timely resolution.

F. Record Management and Procurement Documentation

• Assist in maintaining documentation related to TANs, RFPs, EERs, and other procurement and logistics records in coordination with the Director Operations.

• Ensure procurement, logistics, travel, fleet, and administrative files are updated, organized, complete, and readily accessible.

• Maintain document checklists for active files and follow up on missing, incomplete, or expired records.

• Support audit readiness by ensuring administrative and operational files remain complete, accurate, properly approved, and consistently maintained.

• Perform other duties as assigned.

II. Qualifications

Education

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• Master’s degree in Business Administration, Public Administration, Management, Logistics, Supply Chain, or a related field. A relevant professional certification is an advantage.

Work experience

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• Minimum 3 to 5 years of relevant experience in office administration, operations, logistics, travel coordination, fleet management, vendor coordination, procurement support, or a related function, preferably with an INGO, donor-funded project, or development organization.

• Demonstrated experience coordinating hotels, venues, transport providers, travel agents, and other external service providers, including obtaining quotations, confirmations, and required documentation.

• Experience arranging workshops, meetings, training sessions, staff travel, accommodation, transport, and other operational logistics.

• Experience maintaining fleet records, vehicle logbooks, driver documentation, inventory records, administrative files, and procurement-related documentation.

• Experience supporting compliance reviews and audits through complete, accurate, organized, and readily accessible records.

• Familiarity with Pakistan’s operating context and experience working with program teams, finance colleagues, vendors, consultants, and diverse stakeholders.

Skills

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• Strong understanding of office administration, logistics, travel coordination, fleet operations, inventory management, vendor management, and procurement documentation processes.

• Strong planning, organizing, prioritization, and time-management skills, with the ability to coordinate multiple activities and meet deadlines.

• Good vendor coordination, customer-service, interpersonal, and problem-solving skills, with the ability to follow up firmly and professionally.

• High attention to detail and demonstrated ability to maintain accurate records, document checklists, approvals, and audit-ready files.

• Proficiency in Microsoft Office, particularly Word, Excel, Outlook, and other digital tools and systems relevant to administration and operations.

• Good written and verbal communication skills and the ability to communicate arrangements, changes, risks, and requirements clearly and promptly.

• Sound judgment, integrity, confidentiality, cultural sensitivity, and commitment to safeguarding, inclusion, data protection, and accountability.

• Proactive, dependable, solutions-oriented, and able to work effectively both independently and as part of a team in a fast-paced development environment.

Language

Fluency in English and Urdu is required; regional language skills are an advantage.