Specific duties and responsibilities include but are not limited to:
1. General contracts files, utility bills, vehicle record files.
2. Proper utilization of petty cash
3. Arrangements of conferences, seminars, meetings and trainings.
4. Provide support to all staff in preparing, scanning, printing official documents including time sheets submission.
5. Preparing time sheets of support staff and drivers. Managing their leaves, perdiems and overtime. Ensures that they are performing their duties as per required standards.
6. Provides and arrange facilities for all incoming Staff. This includes hotel bookings, pick & drop and others.
7. Settlement of Hotels and Guest house payments.
8. Provide transport facility to staff for their traveling to Field Sites and Offices in consultation with the security department. Making a weekly plan for all the traveling.
9. Managing Inventory of Office / Residence.
10. Ensure that staff attendance sheet is maintained properly.
11. Close coordination with line departments regarding the issues in Utilities.
12. Ensure that all the furniture, fixtures and equipments are in working condition.
13. Routine visits to FOs for any Administrative and Logistics related issues.
14. Analysis and Hiring of new buildings for offices and residences in Lahore, Multan etc.
15. Analysis and provision of general administrative items.
16. Process the closing of offices as per required standards and policies.
17. Orientation and training of Administration staff.
18. Identify requirements and establish and maintain all logistical infrastructures for administration and operations.
19. Develop and implement standards and systems for fleet management and the efficient use of vehicles and transportation services, in support of program objectives.
20. Directs and controls the workflow in regard to maintenance and proper utilization of vehicles.
21. Monitors and ensures that there is regular preventive maintenance plan for each vehicle.
22. Ensures proper utilization of fuel and spare parts and prepare monthly vehicle expenditure reports.
23. Proper coordination with the Rent a car regarding the provision of vehicles, maintenance and replacement of vehicles.
24. Maintains inventory of office owned vehicles and rented vehicles.
25. Preparation of fuel summaries of office vehicles and generators.
26. Coordinate the renewal of contracts and required addendums with the Procurement office.
27. Operations procurement as per Procurement policies
28. Keeping records of Visiting Cards, Utility Payments, Printing of Stationary.
29. Preparing the Driverâs Roaster on weekly/monthly basis.
30. Vendor Management & Office Administration (Adequacy of Stationary / Provisions / Refreshments / adequacy of Sub Staff) Courier & Dispatch (Inward / Outward / Outstation) / also making record of local maintaining).
31. Renewal of Contracts (Lease and Service contracts including Renting of Cars, Buildings, Maintenance Services and Fuel Services).
32. Keep record of all the Official Manuals, SOPs and Policies including third party contracts ( Health and Life Insurance)
33. Prepare and approve memos that are required for giving privileges to staff that are not included in the current policy.
Required Skills and Qualifications:
⢠Bachelorâs degree from reputed University/Institute;
⢠A minimum of 3-5 years of work experience in managing an office and/or supporting a Finance Office;
⢠Demonstrated records management with excellent organizational skills and ability to work independently and collaboratively;
⢠Demonstrated experience in making and organizing travel arrangements and tracking property with an ability to manage multiple tasks while attending to detail, follow-through, and efficiency;
⢠Skills in MS Office, particularly Microsoft Word, Microsoft Excel and PowerPoint. A Microsoft Word and Excel test will be administered;
⢠Familiarity with office machines (fax, photocopy, etc.);
⢠Excellent oral and written communication skills and fluency of English, Urdu and Punjabi required.
⢠Strong interpersonal skills and ability to work under pressure; and
⢠Previous work experience with international donors/NGOs required.