Administration Officer

Summary:
Under the direct supervision of the Operations/HR Manager, the incumbent will be responsible for the providing administrative support for the Peshawar Office.

Essential Job Functions:

• Support program needs by performing administrative duties for the Program Support Unit, including creating and maintaining all paper and electronic files and records;
• Extend assistance to other staff members to finalize periodic reports;
• Draft or prepare correspondence to respond to inquiries regarding relevant administrative activities;
• Supervising the workflow and general services management like, records maintenance, travel, transport/rent a car, security services, courier, vehicle maintenance, shipping and customs clearance, maintaining of equipment/buildings, preparing and follow up on these contracts and its review as and when required. Preparing justifications relating to new contracts or renewals of contracts for these services;
• Ensure proper use and maintenance of physical assets and office, including vehicles, equipment, furniture, and office building. Arrange for repairs as necessary.
• Ensure security of office, staff, and physical assets belonging to the organisation.
• Establish systems to facilitate efficient vehicle use and proper maintenance.
• Train, and supervise support staff.
• Brief/debrief staff team members on issues relating to a variety of administrative areas,
• Track staff movement in Peshawar and coordinate logistical and transportation needs of visiting staff and Support Unit (Islamabad) personnel;
• Track and record all expenses for the PSU office;
• Properly solicit and document all purchasing for the PSU office, maintain necessary records;
• Perform other job related tasks as assigned by the HR/Admin Manager or his designee.
• Undertake any other activity assigned by supervisor that contributes to the smooth running and development of the project.

Required Skills & Experience:

• Masters degree holder;
• Good Communication in written and spoken English ;
• Have good knowledge of MS Office Suite
• 2-3 years’ experience of working in USAID funded projects.
• Excellent interpersonal skills and have ability to work in a team-oriented environment.
• Attention to detail.
• Self-motivated and able to work with limited supervision
• Good computers skills, particularly with Word and Excel spreadsheets.
• Ability to work well with others, individually and in groups.
• Ability to maintain confidentiality.