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Key Responsibilities
Administration & Office Support
- Support day-to-day administrative and operational requirements of the Lahore project office.
- Assist in managing office supplies, utilities, facility requirements, maintenance, and other routine administrative needs.
- Coordinate administrative and logistical arrangements for meetings, trainings, workshops, field activities, legal camps, and other project activities.
- Support travel, transport, accommodation, venue, printing, stationery, and other approved logistical arrangements.
- Maintain administrative records, correspondence, office files, registers, and supporting documentation.
- Follow up on routine office and operational requirements and report pending issues to the Admin & Finance Officer.
Finance Support & Documentation
- Assist in preparation and processing of payment requests, advances, settlements, reimbursements, and other routine financial documentation.
- Review supporting documents for completeness and accuracy before submission to the Admin & Finance Officer.
- Maintain organised records of invoices, receipts, payment documentation, advances, settlements, and other financial records.
- Update expenditure, payment, advance, and settlement trackers as assigned.
- Support compilation of financial documentation required for monthly closing, reconciliations, financial reporting, and expenditure verification.
- Follow up on outstanding advances, settlements, receipts, and supporting documentation.
- Ensure correct project and budget references are reflected on financial documentation, as applicable.
- Immediately report missing documentation, discrepancies, or financial concerns to the Admin & Finance Officer.
Procurement & Logistics Support
- Support preparation and compilation of procurement documentation, including purchase requests, quotations, comparative documentation, purchase orders, invoices, and goods/service receiving documentation.
- Maintain complete and organised procurement files and procurement tracking records.
- Coordinate with approved vendors and service providers regarding routine procurement and logistical requirements, as assigned.
- Follow up on deliveries, supporting documentation, and pending procurement actions.
- Support logistical arrangements for project activities and field operations in Lahore and other assigned locations.
- Ensure procurement and logistics documentation is submitted to the Admin & Finance Officer within required timelines.
Asset, Inventory & Facility Management
- Maintain updated records of project assets, equipment, inventory, office supplies, and stock maintained at the Lahore office.
- Support tagging, issuance, movement, return, and physical verification of project assets and equipment.
- Maintain asset movement forms, issuance records, inventory records, and related supporting documentation.
- Monitor office supplies and communicate replenishment requirements in a timely manner.
- Report loss, damage, maintenance requirements, or discrepancies relating to organisational assets and equipment immediately.
- Support proper safeguarding and appropriate use of organisational property.
Attendance & Staff Administrative Support
- Maintain daily attendance records for project staff based in Lahore in accordance with organisational requirements.
- Monitor reporting times, absences, field movements, official duties, approved leave, and other attendance-related information.
- Ensure attendance information and supporting documentation are complete and submitted to the Admin & Finance Officer within established timelines.
- Follow up with staff on missing attendance entries, leave documentation, official duty records, or other required information.
- Maintain attendance and leave records securely and confidentially.
- Support onboarding and orientation arrangements for project staff in coordination with the Admin & Finance Officer and HR Unit.
- Support collection and submission of staff documentation required by the HR Unit.
- Assist with staff clearance, handover, and separation documentation, where required.
- The position shall not independently approve leave, make attendance-related disciplinary decisions, or undertake other functions reserved for supervisors or the HR Unit.
Documentation, Filing & Reporting
- Maintain systematic physical and electronic filing of administrative, financial, procurement, logistics, attendance, asset, and operational documentation.
- Ensure documents are properly labelled, referenced, organised, and readily retrievable.
- Maintain assigned operational trackers and regularly update their status.
- Compile supporting documentation required for project reporting, audits, spot checks, monitoring visits, and verification exercises.
- Support retrieval and submission of requested documentation during internal and external reviews.
- Ensure project documentation is maintained in accordance with organisational procedures and donor requirements.
Coordination & Operational Follow-Up
- Maintain regular coordination with the Admin & Finance Officer on administrative, financial, attendance, procurement, logistics, and operational matters.
- Coordinate with project staff in Lahore regarding routine operational support requirements.
- Liaise with relevant Head Office units through or in coordination with the Admin & Finance Officer, as required.
- Follow up on assigned approvals, payments, procurement actions, logistical arrangements, documentation, and operational requirements.
- Maintain timely communication regarding pending actions, delays, documentation gaps, or operational concerns.
- Provide regular updates to the Admin & Finance Officer on Lahore office requirements and assigned tasks.
Safeguarding, Accountability & Professional Conduct
- Comply with organisational administrative, financial, procurement, asset management, HR, and operational procedures.
- Support implementation of safeguarding, PSEAH, confidentiality, accountability, anti-fraud, and Do No Harm requirements.
- Maintain professionalism, integrity, confidentiality, impartiality, and accountability when handling financial, personnel, beneficiary, and organisational information.
- Immediately report suspected fraud, misconduct, safeguarding concerns, loss of organisational assets, or other compliance concerns through established organisational mechanisms.
Other Duties
- Perform any other duties related to the position, as reasonably assigned by the Supervisor, in line with organisational policies and operational requirements.
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Qualifications & Experience
- Preferably Bachelor’s degree in Business Administration, Finance, Commerce, Accounting, Management, or a related field.
- Minimum 1–3 years of relevant experience in administration, finance, procurement, logistics, staff administration, or operational support, preferably within NGO, humanitarian, or development settings.
- Understanding of basic financial documentation, administrative procedures, procurement processes, logistics, asset management, and record keeping.
- Experience maintaining attendance records, administrative documentation, financial files, or operational trackers is desirable.
- Experience supporting donor-funded projects or field-based programme operations will be considered an advantage.
- Good organisational, documentation, coordination, communication, and follow-up skills.
- Proficiency in MS Office applications, particularly Excel, Word, and Outlook.
- Ability to maintain accurate records, manage multiple routine responsibilities, and meet deadlines.
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