ANNEX I. - TERMS OF REFERENCES (ADMINISTRATION OFFICER-FEMALE POSITION)

Location:             Islamabad, Pakistan

Position:             1

Job Type:             Full time

Contract Type:   1 year (extendable)

Last Day:              21 July 2024

Salary:                  Compatible with the market      

JOB DESCRIPTION

The Administration office will support the smooth functioning of the Diakonie Katastrophenhilfe operations in Pakistan office by managing administrative tasks and overseeing HR-related activities. This role ensures effective and efficient human resource management, administrative support, and compliance with government and organizational policies

Working under the close supervision of the Country Representative e-Pakistan, the contracted Administration Officer is responsible to fulfil the following tasks:

1. Human Resource Management

• Assist in the recruitment process, including job posting, screening of applications, scheduling interviews with the relevant staff, and coordinating communication with candidates.
• Maintain Employee personal files and leave records (comprehensive records of employee files, contracts, and other HR documents)
• Support the implementation of performance appraisal systems
• Address employee grievances and issues in a timely and effective manner
• Assist in identifying training and development needs and coordinate relevant programs
• Ensure confidentiality and security of HR data
• May require to perform other related duties assigned by supervisor as per organization set standard

2. Administration

• Organize and do procurements of goods and services required within set limits
• Provide support in logistics and administration of country office Pakistan
• Manage logistics for organizational activities, including travel arrangements and accommodation for staff and guests.
• Responsible to supervise the work, related to purchase of furniture, office equipment, computers, vehicles, air conditioner and miscellaneous
• Maintain petty cash expenses for day to day expenses
• Prepare the cash in hand summary on the last day of each month and share it with the Finance Officer/Country Representative
• Oversee the day-to-day operations of the office, including office supplies management, maintenance, and security
• Organize and coordinate meetings, workshops, and events on need basis.

3. Security

• Closely coordinate with Regional Security Coordinator for the security updates and provide necessary measures to the staff.
• Prepare the Travel security Protocol for the staff who will travel and send it to the Regional Security Coordinator for his review and approval.
• Share the updates to the traveler before traveling like weather forecast, any political gathering, holidays in the respective district, province etc.
• Create a WhatsApp group to monitor the staff traveling in coordination with the Regional Security Coordinator
• Any other task assigned by Country Representative/Regional Security Coordinator

4. Liaison with Government

• Ensure the compliances of MOU and make sure the timely submission of documents required by Government Authorities.
• Coordinate with the relevant government ministries for the projects NOC/Approvals.
• Submit the annual plan of action for the new projects

e.      Other tasks, as necessary

DKH reserves the right to alter the responsibilities according to programmatic demands and needs in line with the objectives of the office.

Required Qualifications and Skills:

a.       Education

Master's degree in Human Resource Management, Business Administration, Finance or a related field

b.      Experience:

Minimum of 4-5 years of experience in HR and administrative roles, preferably within the NGO/INGO sector

c.       Skills

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• High level of integrity and professionalism

d.      Personal Attributes

• Strong ethical standards and a commitment to confidentiality.
• Ability to handle sensitive information with discretion.
•  Proactive and solution-oriented mindset.
• Detail-oriented and able to meet deadlines.

e.      Working Condition

• This position is based in Islamabad, Pakistan.
• May require occasional travel to project sites and other locations as needed.
• Standard working hours are 40 hours per week, with flexibility required for urgent tasks.

f.        How to Apply

• Late submissions will not be entertained
• Only shortlisted candidates will be contacted for the next process. Avoid sending unnecessary emails.