Position: Administrative Assistant
Base of Operations: Islamabad, Karachi, Lahore, Pakistan
Contract No:
Period of Performance: LTTA
Overview
The Administrative Assistant will provide administrative support to the operations team. This position reports to the Office Manager.
Scope of Work
- Tag and enter inventories in TAMIS including periodic physical counting of inventories and maintaining inventory handing over documents.
- Make regular logistic arrangements for the travels of in-country and Home Office staff.
- Coordinate with transport service providers to ensure timely provision of transportation service as per project requirements
- Ensure timely maintenance of vehicles and other project equipment and maintain related logbooks/entries for usage, consumption of fuel and service/repair works.
- Fleet management of office in terms of supervising drivers and maintaining the drivers’ duty roasters
- Supervise office support staff i.e cleaners, cook & drivers
- Responsible to manage inventory of office supplies including verifying and receiving of office supplies from suppliers.
- Record keeping of Office In-coming & Out-going couriers.
- Disbursements from petty cash
- Maintain all type of administrative works registers i.e Courier, Air Travel, Stationery
- Dispatch/handover checks to vendors
- Ensure that all project related utility bills are paid on time
- Make necessary arrangements for various meetings at office
- Submit Procurement Requisitions as per Office Manager’s guidance and project requirements
- Generate Payment Requests, as required, and submit necessary supporting documents to Finance for payments.
- Any other duty assigned by the supervisor
Qualifications
- Bachelor’s Degree in related field.
- 3 to 6 Years of experience in administrative and financial procedures and internal controls or related role required.
- Relevant experience working on donor funded project in related role highly preferred.
- Strong computer skills (MS Office suite) required.
- Excellent written and verbal communication skills required.
- English language fluency required.