Job Description

Position Title: Admin Clerk
Reporting To: Admin and Finance Assistant
Duty Station: RV Camp Office, Mianwali
Unit: Operations
Section: Admin/Finance

Summary of Key Functions

The Admin Clerk will provide administrative support to the RV Camp Office in Mianwali. The incumbent will assist with various office tasks, including maintaining records, filing documents, supporting office logistics, and assisting with general administrative duties. The Admin Clerk will report directly to the Admin and Finance Assistant and will work to ensure the smooth and efficient running of the RV Camp Office by handling administrative tasks and maintaining an organised office environment.

Roles and Responsibilities

• Office Administration Support
• Assist in maintaining an organised office environment by ensuring that office supplies and materials are available and replenished when needed.
• Organise and maintain physical and electronic filing systems, ensuring proper documentation and easy retrieval of information.
• Support in maintaining the office’s inventory records and tracking office assets, ensuring timely updates and reporting.
• Assist in managing office correspondence, including incoming and outgoing mail, and ensure that documents are properly recorded and filed.
• Coordinate with suppliers and vendors for office supplies, services, and other materials as needed.
• Support to Financial and Administrative Processes
• Assist with the preparation and processing of purchase requests, purchase orders, and related documents as directed by the Admin and Finance Assistant.
• Maintain records related to petty cash transactions and assist in preparing petty cash reports for submission to Head Office.
• Support the travel arrangement process by organising travel bookings and maintaining records of travel authorisations.
• Logistical Support
• Assist with travel arrangements for staff, including booking transportation and accommodation, ensuring that all logistics are in place for staff movement.
• Support the management of office vehicles by keeping track of vehicle use, logbooks, and maintenance records.
• Help ensure that the office premises are well-maintained and that minor repairs are promptly addressed.
• Human Resources Support
• Assist in maintaining staff attendance records, leave records, and other HR-related documentation.
• Support in organising staff meetings and ensuring that staff are informed about meetings, events, and other office activities.
• Assist in managing and updating staff personal files and records in compliance with organisational policies.
• General Administrative Assistance
• Perform general administrative tasks as directed by the Admin and Finance Assistant to ensure the smooth running of the RV Camp Office.
• Help prepare and organise meetings, workshops, and other office events, including taking minutes and maintaining records.
• Assist with the maintenance of office equipment, ensuring that all items are functioning properly and reporting any issues to the Admin and Finance Assistant.
• Other Duties
• Perform any other relevant tasks assigned by the Supervisor
• Ensure that all office activities are carried out in compliance with the organisation's policies and procedures.

Key Qualifications and Skills

• High school diploma or equivalent (a diploma in business administration or a related field is a plus).
• At least 1-2 years of experience in administrative support or clerical roles, preferably in a development or humanitarian organisation.
• Strong organisational skills with an ability to handle multiple tasks simultaneously.
• Good knowledge of office management and administrative practices.
• Proficiency in Microsoft Office, especially Word and Excel.
• Good communication skills in both written and spoken English and the local language.
• Ability to work effectively both independently and as part of a team.
• Attention to detail and ability to maintain accurate records and documentation.
• A positive and proactive attitude towards work and problem-solving.