Job Specification: Admin Assistant/Scheduler for Project Evaluation in Pakistan

# Position: Admin Assistant/Scheduler

# Location: Islamabad, Pakistan (with travel to regions of Sindh and Balochistan)

# Duration: 1-2 months

# Reporting to: Project Manager, Team Leader

 

# Job Purpose:

The Admin Assistant/Scheduler will support the Project Evaluation Team by organizing meetings, managing schedules, handling travel and security arrangements, and performing various administrative tasks. This role is crucial for ensuring the smooth execution of the project evaluation activities across Islamabad, Sindh and Balochistan.

 

# Key Responsibilities:

1. Scheduling and Coordination:

-            Schedule and coordinate meetings, appointments, and field visits for the Project Evaluation Team.

-            Manage and maintain the team’s calendar, ensuring all commitments are met.

-            Coordinate with stakeholders, partners, and local officials to arrange meetings and site visits.

2. Travel Arrangements:

-            Arrange travel logistics including flights, transportation, security arrangements, and accommodation for team members.

-            Ensure all travel arrangements comply with the organization's policies and budget.

3. Administrative Support:

-            Prepare and distribute meeting agendas, minutes, and follow-up action points.

-            Maintain accurate records and documentation related to the project evaluation.

-            Handle correspondence, emails, and phone calls in a professional manner.

4. Regional Coordination:

-            Liaise with local contacts in Sindh and Balochistan to facilitate on-ground logistics.

-            Ensure compliance with local protocols and cultural sensitivities during field activities.

5. Logistics Management:

-            Coordinate the procurement of necessary supplies and equipment for the evaluation team.

-            Manage the inventory of project materials and ensure they are available as needed.

6. Financial Administration:

-            Assist in budget tracking and expense reporting related to travel and project activities.

-            Handle petty cash and reconcile expenditures with receipts.

7. Support to Project Team:

-            Provide general administrative support to the Project Evaluation Team as required.

-            Assist in the preparation of reports, presentations, and other project documentation.

 

# Key Competencies:

1. Organizational Skills:

   - Excellent time management and organizational skills with the ability to multitask and prioritize effectively.

2. Communication Skills:

   - Strong verbal and written communication skills in English and Urdu.

   - Ability to communicate effectively with diverse stakeholders.

3. Attention to Detail:

   - High level of accuracy and attention to detail in all tasks.

4. Problem-Solving Skills:

   - Proactive and able to anticipate and address potential issues in logistics and scheduling.

5. Cultural Sensitivity:

   - Understanding and respect for cultural norms and practices in Sindh and Balochistan.

 

# Qualifications and Experience:

1. Educational Background:

   - Bachelor’s degree in Business Administration, Management, or a related field.

2. Professional Experience:

   - Minimum of 2-3 years of experience in administrative support, scheduling, or a similar role.

   - Experience in organizing meetings and travel logistics, preferably in a project-based environment.

3. Technical Skills:

   - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

   - Familiarity with scheduling tools and software.

4. Regional Knowledge:

   - Prior experience working in or knowledge of the regions of Sindh and Balochistan is highly desirable.

 

# Application Process:

Interested candidates should submit their CV along with a cover letter outlining their relevant experience and motivation for applying to Brightspyre.

 

# Deadline for Applications:

[12-July-2024]

 

# Additional Information:

- The position may require travel within the regions of Sindh and Balochistan.

- Candidates must be legally authorized to work in Pakistan.