CARE is a leading global humanitarian and development organization. Since its establishment in 2005, CARE International in Pakistan (CIP) has been responding to major disasters and undertaking an array of development projects. CIP works through its local partners and a range of stakeholders for development, as well as emergency response related interventions, which makes collaboration a key component of its work, across the country. Health and education, with particular focus on women, are some of CARE’s core identified program areas in Pakistan, as part of its Long-Range Strategic Plan.

Job Summary:

The Admin Assistant will supports administrative and logistical operations, ensuring efficient office management, petty procurement, and inventory control. This role involves coordinating logistics activities such as courier receiving dispatch, and distribution while handling administrative tasks like documentation, record-keeping, and vendor management. The position requires organizational and multitasking skills to maintain seamless operations within the organization.

Along with the administrative tasks, the job holder will also be responsible for managing basic HR functions at the field level. The job holder will be responsible for liaising between the field and CO for all HR related matters. S/he will ensure staff's data confidentiality, maintain HR documentation, provide basic orientation and support to field staff.

Key Responsibilities:

1. Facilities Management, Administrative and Support Duties (30% of the time)

• Assist in provide general administrative support to the CO.
• Prepare and submit payments for Utility bills.
• Track and update consumable office supplies to ensure sufficient stock is available.
• Maintain the Administration department's filling system and incoming / outgoing correspondence record keeping in an excel sheet.
• Assist in overall office maintenance.
• Ensure that all offices/ rooms/ washrooms/ meeting rooms are clean and in order.
• Keep track of activities of concerned sections and field office with regards to cost effective management of resources and their maintenance and operational costs, lease, utility and security affairs etc.

2. Manage Accommodation and Other Facilities for Visitors (30% of the time)

• Assist the supervisor in arranging hotel bookings, pick and drop to and from airport and hotel.
• Assist the supervisor in confirming tickets with the Airline agents for visitors.
• Assist in arranging vehicles for staff travel in field.
• Ensure the availability and proper utilization of all organizations facilities.
• Coordinate and follow up for timely adjustment of advances and payments to vendors related to admin related activities.

3. Assets Inventory, Storage and Warehouse Management (15% of the time)

• Support in maintaining, tagging asset/inventory items and for record maintenance purpose according to the policies and procedures outlined in the "Property Management Manual". This will include all CARE assets in FOs and with Partners.
• Ensure that all items in the store are properly registered and kept properly in the CO and in warehouse.

4. Human Resource Operations (20% of the time)

• Assist CO HR in providing the payroll documents for the field staff.
• Collection of medical documents from the field staff and sending them to the CO.
• Receiving, signing and dispatching of staff's HR related documents to the CO.
• Coordinate with CO HR on behalf of field staff queries or issues. 

5. Any Other Task as Assigned by the Supervisor (5% of the time) 

• Any other tasks or responsibilities based on organizational, and programming need as assigned by Line Manager.

A) Qualifications (Know How)

Required

• Bachelor's degree, preferably in Management, Finance, Administration or related discipline. He/she much have good knowledge of MS Office.

B) Experience/Technical Skills

• At least 1 to 3 years of experience in the field of Administration and prepared documentation. Experience of working with an INGO in a similar role will be highly preferred.

CARE participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we hereby request information from the candidate’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the candidate left employment. All offers of employment are subject to satisfactory references and appropriate screening checks. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

Note: Individuals can apply using Brightspyre or send their resumes directly to [email protected] clearly mentioning the position title in the subject line of the email, before the stated deadline. Please share your current as well as salary expectations along with the CV.