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Position Title: Administrative Officer
Department: Operations (Administration)
Location Mithi Sub-Office
Reports To: Base Manager
Band: TBD
Supervises: Security Guards, Drivers and Cleaners.

BACKGROUND: CRS Pakistan is currently working in the following sectors: education, drought mitigation, WASH, livelihoods, and protection sectors. Alongside this, CRS continues to work in the areas of emergency response and disaster preparedness & mitigation.
CRS has been working on Drought Mitigation in Tharparkar District since 2004. The Drought Mitigation project has focused on improving household and community resilience to drought through water infrastructure, water efficiency for multiple purposes, Natural Resource Management (NRM), improved agricultural productivity, and improved livestock health and productivity.
Currently, CRS is preparing to initiate a new, six month project that will build on CRS previous experience to support improved resilience for drought-affected communities and households in Tharparkar. This project will focus on livestock productivity, including immediate response to the current severe drought and improving mitigation and coping strategies for future droughts. CRS hopes to secure continued funding for disaster risk management in the future.
SUMMARY: Based in Mithi and under the direct supervision of the Base Manager, the Support Officer will be responsible for general day-to-day management of the CRS Mithi Office. S/he will provide leadership on management quality issues and work with the Base Manger, to build effective management systems and provide high quality supervision, support and professional development opportunities for Mithi office support staff.

Main Responsibilities:
Administrative Support (Admin and Finance)
 Oversee the daily management of the CRS Mithi office support functions to ensure administrative systems and procedures are in compliance with accepted CRS standards.
 Provide guidance and leadership in making systems efficient and transparent to ensure the integrity of the administrative systems and procedures to ensure compliance with accepted CRS standards.
 Review the Country Program’s policies and procedures as appropriate; recommend changes and follow-up on implementation.
 Liaise with the HR staff based in Islamabad to ensure the timely recruitment of highly qualified staff and staff orientation in adherence to CRS recruitment policies and procedures (as needed).
 Manage supervisee performance of support staff through developing strong yearly performance and development plans, conduct quarterly coaching sessions and year-end evaluations/appraisals, submitting them to HR for

recording/documentation.
 Keep all documents and information related to CRS’ program activities, personnel and development plans confidential.
 Adhere to CRS’ principles of confidentiality in relation to staff, partners, vendors and other. Report potential irregularities or any misbehavior that occurs to management.
 Identify opportunities to strengthen efficiency and compliance in sub-office administration, including management systems, structures, and staff capacity-building.
 Work with Base Manager to promote effective and efficient administrative and support systems that are in line with CRS and donor requirements.

Personnel Administration and Documentation
 Ensure personnel files are complete with all staff-related documentation and employment records as required per CRS, donor, and local law.
 Ensure job descriptions are up to date and responsibilities and performance expectations are clearly communicated.
 In coordination with finance, ensure effective and efficient processing and authorization of national staff timesheets and leave.
 Ensure HR database is maintained up to date with all relevant information.

Facilities, Transport, and Procurement:
 Maintains accurate and competitive rental agreements for office and warehouse rent contracts, and ensuring processing the payment schedule as per agreements
 In consultation with the Head of Operations, liaise with local legal counsel to consult on rental agreement related issues as needed
 Ensure that the CRS procurement policy is being followed for all items purchased for the Mithi office in order to adhere to CRS global standards of procurement.
 Ensure that accurate and up-to-date inventory reports are prepared and submitted to the CRS office in Islamabad each quarter.
 Coordinate Mithi office staff movement and ensure vehicles are available for travel to the field.
 Ensure proper use of vehicles by all staff and partners, and vehicle maintenance and equipment in accordance with local traffic and road safety laws and agency travel and vehicle policies.
 Manage reporting of vehicle accidents. Maintain vehicle accident/insurance claims file
 Coordinate travel needs and prepare weekly vehicle deployment plans for effective management of travel and transport requests. Provide recommendations for vehicles rent, if needed.
 Secure all required documentation (registration, insurance, clearance, etc.). Manage vehicle files and ensure they are complete and up-to-date.
 Process Cash Advances and Liquidations and Contracts and Payments, in coordination with Mithi based Programming and Support Staff.
 Review the country program’s policies and procedures as appropriate and ensure that Mithi staff are correctly following procedures. Alert the Base Manager and Program Manager to deviations from the policy. Recommend changes or provide solutions as appropriate and follow-up on implementation.

Financial Duties and Responsibilities:
 Oversee the management of petty cash account (collect completed petty cash request forms, verify signatures and receipts and disburse cash if approved) in accordance with CRS/Local Office cash management procedures.
 Oversee the management of office supplies in accordance with CRS property management regulations.
 Manage all Mithi office related costs (utility bills, internet bills, rental payments etc.) and prepare payment requests and submit to Finance for payment.

Leadership and Staff Development:
 Guide and support Mithi support staff to be effective in the implementation of CRS activities per the organization’s strategy.
 Ensure CRS Mithi Support and Programming staff Professional Development Plans (PMPs) are collected for further follow-up/analysis to promote their professional growth and learning and to strengthen the capacity of the organization to carry out its mission.

Security:
 Coordinate security efforts with the HoO, and CP security Coordinator to ensure that risks to CRS facilities and staff are well prepared and risks are minimal.
 Ensure facilities are secure and that communication equipment is tested regularly and that upgrades are made when necessary.

Key Relationships:
Internal: Base Manager, Program Manager and Support Staff.
External: Government ministries, NGO partners, and vendors.

Qualifications:
 University degree in Economics, Business, Management, and/or administration.
 Minimum 3-5 years’ experience in management, finance and administration, preferably with an international NGO.
 Excellent English and Dari skills – both written and verbal.
 Excellent computer skills, including MS software: Word and Excel, and Outlook.
 Excellent partnership and team-building skills and the ability to interact well with staff, collaborating agencies, government departments and local partners.
 Ability to work effectively with a team
 Excellent communication, coaching and negotiation skills, appropriate leadership and management skills and adept problem solving skills.
Disclaimer: This job description is not exhaustive of all duties that might be assigned.