Job Description – Admin Officer

Position Title: Admin Officer

Department: Administration / Operations

Duty Station: Islamabad

Reports To: Operations Manager

Employment Type: Full-time

Job Purpose

The Admin Officer is responsible for ensuring the smooth and efficient functioning of administrative and office operations. The role supports logistics, procurement coordination, asset management, facility management, and general administrative services to enable program teams to implement activities effectively and in compliance with organizational policies and donor requirements.

Key Responsibilities

1. Office Administration & Operations

• Ensure day-to-day office operations run smoothly and efficiently.
• Maintain a clean, safe, and organized office environment.
• Manage office supplies, stationery, and equipment inventory.
• Supervise office assistants, drivers, and support staff.
• Ensure utilities (electricity, internet, water, security) are functional at all times.
• Maintain office filing systems (physical and digital).

2. Logistics & Fleet Management

• Coordinate transport arrangements for staff and field visits.
• Manage vehicle scheduling and movement plans.
• Maintain vehicle logbooks, fuel records, and maintenance schedules.
• Ensure vehicles are insured, registered, and compliant with legal requirements.
• Monitor fuel consumption and control misuse.

3. Procurement Support

• Assist in procurement processes in line with organizational and donor policies.
• Prepare RFQs/RFPs, collect quotations, and support comparative statements.
• Coordinate with vendors and suppliers for timely delivery.
• Maintain procurement documentation and records.
• Support contract management and vendor performance monitoring.

4. Asset & Inventory Management

• Maintain updated asset and inventory registers.
• Tag and track organizational assets.
• Conduct periodic physical verification of assets.
• Ensure proper storage and safeguarding of equipment and materials.
• Report losses, damages, or discrepancies.

5. Facilities & Security Management

• Oversee office maintenance and repairs.
• Coordinate security arrangements for staff and premises.
• Ensure fire safety and emergency procedures are in place.
• Liaise with building management and service providers.

6. Documentation & Compliance

• Maintain administrative records and files as per audit standards.
• Support compliance with internal policies and donor regulations.
• Prepare administrative reports as required.
• Ensure contracts, agreements, and official documents are properly archived.

7. Event & Meeting Support

• Arrange logistics for meetings, workshops, and training sessions.
• Coordinate venue booking, refreshments, travel, and materials.
• Prepare attendance sheets and meeting documentation.

8. Coordination & Communication

• Liaise with program, finance, and HR teams for operational support.
• Coordinate with external stakeholders, vendors, and service providers.
• Provide administrative support during emergencies or rapid response activities.

9. Any Other Tasks

• Perform any other duties assigned by the supervisor related to administration and operations.

Required Qualifications

Education

• Master's degree in Business Administration, Management, or related field

Experience

• Minimum 3–5 years of relevant experience in administration/logistics
• Experience in NGO/INGO environment preferred
• Experience in procurement and asset management is an advantage

Skills & Competencies

• Strong organizational and time management skills
• Good knowledge of procurement procedures
• Ability to manage multiple tasks simultaneously
• Strong record-keeping and documentation skills
• Proficiency in MS Office (Excel, Word, Outlook)
• Good communication skills (English & Urdu is an asset)
• Problem-solving and decision-making ability
• Integrity and accountability
• Ability to work under pressure and in field locations

Core Values

• Integrity and transparency
• Respect for diversity
• Accountability
• Teamwork
• Commitment to humanitarian principles

Working Conditions

• Office and field-based work
• Travel to project locations may be required
• May require extended hours during emergencies or project deadlines