Job Summary:
Support in Administrative functions by assisting the Logistics & Administration Coordinator in daily routine activities to meet the deadlines effectively and timely.
Major Responsibilities:
- Procurements for Organization according to SOP’s and procurement guidelines.
- To manage office transport pool of Islamabad office including rented vehicles according to the transport manual/SOP’s and security management plan (SMP) in order to provide efficient and secure transport for official use.
- To assist the Logistics & Administration Coordinator for the maintenance of all equipment of Islamabad office and staff /CD houses premises.
- To ensure that all official mobile bills are received and payment is made on time.
- To assist the Logistics & Administration Coordinator to maintain and to update the register of Assets and Inventory.
- To assist the Logistics & Administration Coordinator during any event management.
- Provide assistance during the preparation of payroll supporting and submission to finance
- Preparation of payment requests for finance department with all the necessary documents for the all due payments.
- Provide support to the field offices in Admin/transport related tasks.
- Any other task assigned by the Line Manager
Skills/Experience Required.
- At least Master’s degree from reputable institute.
- Minimum 02 years of experience of relevant field.
- Excellent communication skills and a pleasant personality.
- The ability to work in a systematic and organized manner.
- Knowledge of MS Office, Excel and e-mail skills.
- The ability to priorities competing demands.
- Attention to detail.
- Commitment to humanitarian principles and actions.
- Commitment to organizational equal opportunity and gender practices.
RELATIONSHIP:
Liaises with: All staff
PROBLEM SOLVING/WORK ENVIRONMENT:
The Admin Assistant will need to have good daily problem-solving skills, though advice from a number of sources will be on-hand. The Islamabad office provides a comfortable working environment. Some travel to field may be required.
ACCOUNTABILITY:
As per above performance standards
AUTHORITY:
As per the authority chart
SPECIAL CIRCUMSTANCES:
PROFESSIONAL ASSOCIATION MEMBERSHIP:
Nil
STAFF CODE OF CONDUCT AND PROGRAMME PARTICIPANT PROTECTION POLICY
Organization has a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected from them. In this context staff has the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with organization’s core values and mission.
Any candidate offered a job with organization will be expected to sign the Programme participant Protection Policy and the Staff Code of Conduct as an appendix to their contract employment.
Any breach of Staff Code of Conduct or the Programme participant Protection Policy by employees during the course of their employment will result in disciplinary action up to, and including dismissal.
Counter Terrorism Policy
‘Organization receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on organization ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).
‘Any offer of employment (either paid or voluntary) with organization will not be made pending a clearance check being conducted on the applicant. For additional information please consult our web site or contact the Human Resource Division in our Head Office.
By submitting a formal application for paid or voluntary employment to Organization, you agree to Organization carrying out a clearance check as outlined above and that Organization will not proceed to recruit you should your name appear on any of the aforementioned lists.’