Project Summary:
In May 2015, the United States Agency for International Development (USAID) awarded a five-year contract to Management Systems International (MSI) to provide performance management support to USAID-sponsored development programs throughout Pakistan. The Performance Management Support Contract (PERFORM) will serve as a centralized management support mechanism supporting USAID/Pakistan’s mission to increase stability, democracy, and prosperity for the men and women of Pakistan through the implementation of the Mission Strategic Framework (MSF). PERFORM will provide data and information to help project managers improve project results through better implementation and design, as well as services that support the Mission’s learning and adaptive process, enabling it to better target its programming and achieve its goals and objectives. The performance components will include: (1) Monitoring Services; (2) Evaluation Services; (3) Assessment Services; and (4) Learning Support Services.
Position Summary:
MSI is recruiting for an Administration Manager. The Administration Manager is responsible for coordinating and managing day-to-day administrative and logistical support for all technical activities. S/he reports to the Deputy Chief of Party, and works closely with Unit Senior Technical Advisors and Directors to plan, coordinate, procure, and track program support services and activities. S/he is responsible for arranging travel and logistical support for PERFORM staff and short-term technical assistance consultants, and to manage all procurements related to program support services and activities. S/he will ensure all logistical and administrative activities are properly documented and in compliance with MSI and USAID requirements and procedures. S/he is the point of contact for coordinating support needs for PERFORM field offices and is responsible for liaising with key vendors, partners and USAID on administrative matters. The Administration Manager is expected to demonstrate the highest standards of integrity and professionalism. S/he will work cooperatively with all project employees and partner organizations to contribute to the success of PERFORM .
This is a full-time position based in Islamabad, Pakistan; with limited travel to field offices as needed. It is expected to begin immediately and last through April 2020.
Responsibilities:
- Manage office administration and logistical support tasks;
- Assist technical teams to identify their program support needs;
- Assist technical teams on preparing their field activity budgets, and track their activity pipelines;
- Mobilize project resources to ensure timely and efficient program support;
- Create and maintain a proper tracking system of all program and logistical support needs, including purchase requests and payments;
- Manage and oversee field travel and lodging for PERFORM teams, and maintain a tracking system for all travel requests;
- Work closely with technical teams to arrange project events, workshops and training activities;
- Work closely with the Procurement Officer to ensure all travel and logistical arrangements are in full compliance with MSI’s Procurement Policies and procedures;
- Monitor and review all travel related purchase requests, purchase orders, micro purchase orders and payment requests;
- Oversee the inventory control record keeping and reporting tasks;
- Oversee PERFORM Fleet management to ensure that all vehicles are properly maintained;
- Conduct staff training on all applicable administrative policies;
- Oversee all office service contracts, and ensure contract review, renewals, amendments or termination, where required;
- Review and recommend changes to Field Administrative Policies and Procedures; and ensure full adherence to MSI policies and systems;
- Manage all Field Office/s logistical and administrative needs, and office supplies requests;
- Ensure that all office assets, equipment, and furniture are safely maintained and in working order;
- Contribute to a work culture of respectful interaction, team work, transparency and open communication;
- Work closely with Finance Director to ensure full compliance with USAID policies, procedures and regulations;
- Assist management to meet project’s reporting requirements;and
- Other responsibilities as assigned by the Deputy Chief of Party.
Qualifications:
- Master’s degree with a minimum of 7 years of relevant experience, including at least 3 years of experience in a senior administration role;
- Prior experience with USAID funded projects is strongly preferred;
- Working experience with a diverse and multinational workforce;
- Demonstrated and in-depth knowledge of administrative systems;
- Highly motivated, energetic, independent, self-starter, with strong service orientation;
- Highly organized with keen attention to detail and ability to prioritize multiple responsibilities;
- Strong presentation and communications skills, oral and written;
- Proficiency in computer applications to include MS Office: Word, Excel and PowerPoint.
Only candidates who have been selected for an interview will be contacted. No phone calls, please.
MSI is an EEO/AA/ADA Veterans Employer.