Relevant Qualification & Experience:

• Must have a BA/BS/BBA or Master Degree in Business Administration preferably in public administration, supply chain, etc.
• Be able to adapt and work in a diverse and complex work environment.
• Must have moderate level knowledge of MS Office and business applications/software.
• Minimum five-eight years of related experience of the managerial position is required with the national or international organization.
• Must have a minimum of 5 years’ experience in related fields in donor-funded projects.
• Expertise in managing the teams remotely

 

Skills & Expertise: 

• Good knowledge of Management Information Systems. Must be proficient in MS-Office, email communication, and handling of related software.
• Decision-making ability in different and difficult situations.
• Ability to give and receive constructive criticism
• Ability to manage conflict effectively
• Clear and concise verbal and written communication skills in English and Urdu, including effective presentation skills
• Must have the ability to analyze the situation, take timely decisions, and work independently.
• Organized and able to perform under pressure
• Must be an excellent team player with leadership traits.

Job Description:

The Admin Coordinator is responsible to manage the day-to-day administrative matters of the Field Office Multan. S/He will be responsible for effectively managing the Administrative affairs along with the team in line with the organization’s policies & procedures.

Following are the main duties and responsibilities of the position holder but not limited to: 

1.      General

• Ensure adherence to the policies and procedures at all levels
• Share the key challenges with the management regularly which the admin unit faced during the implementation of policies and procedures
• Ensure effective coordination between the admin and the program/project teams
• Provide the admin team technical backstopping when and where required
• Responsible for preparing and sharing the Admin Unit’s budget within the given time frame and have sufficient allocation of resources for smooth operations
• Represent the organization at different forums where deemed necessary

2.      Administration

• Ensure implementation of all necessary administrative control at office level
• Responsible for the implementation of admin-related management decisions
• Coordinate with the AM admin for preparing and submitting the required weekly/monthly/quarterly/annual reports
• Ensure lease agreement of the office updated, and renewed timely

3.       Logistics Management

• Ensure most efficient and cost-effective staff travels, accommodation arrangements, etc
• Coordinate with procurement and ensure timely identification of the guest houses, hotels in the field area
• Identify and share the emerging needs of the organization with all concerned units for timely provision of support services i.e. Rent a Car, Office Supplies, etc
• Coordinate with the teams for weekly travel plans and ensure the compliance of the same at all levels
• Establish a system to control & monitor all outstation travels and ensure compliance
• Report immediately to the management in a case where the policy violation is found
• Collect feedback of the boarding & lodging from all outstation travellers for making improvements in the services

4.      Event Management

• Ensure that the pre-requisites of the event are met before accepting and proceeding fo the event arrangements
• Coordinate proactively with the concerned unit/s for making appropriate arrangements for the event
• Checklists with responsibility and timeline must be prepared for all the events
• Ensure the compliance of the agreed timelines with due follow-ups and seek timely guidance of the management where deemed necessary
• Ensure effective and efficient event management that includes the venue arrangement and other related activities
• Coordinate with local LEAs for timely initiating and securing the NOC for specific events where necessary

5.       Fleet Managemen

• Ensure that all drivers are maintaining their vehicle checklists regularly
• Analyze the information received through the checklists and recommend the management for a timely decision on the vehicle issues
• Ensure preventive maintenance of the vehicles
• Monitor and ensure that all official vehicles are in good condition and ready for travel all the time
• Ensure the report on personal usage of vehicles is prepared and charged to the staff
• Monitor the vehicle average on each fuelling to ensure the minimum agreed-on mileage for all vehicles
• Ensure that respective team leads/project managers are regularly checking and endorsing the logbooks
• Ensure timely reporting of any incident/accident to the management with necessary evidence and documentation

6.      Assets and Inventory Management

• Ensure efficient controls are in place for inventory & asset management
• Responsible for maintaining and updating the Fixed Asset Register for the field office
• Keep track of all asset movements and ensure that these movements are updated in the FAR
• Keep the record and documentation trail of all asset disposals, write-offs, and donations for an audit at a later stage
• do physical counts of the assets quarterly and submit a report to the line manager without any delays

7.       Warehouse/Storage Management

• Ensure proper warehouse/storage space for the record, necessary supplies, equipment, and redundant items
• Ensure compliance to the SOPs for maintaining storage, minimum record-keeping requirements, and handling
• Ensure safety and security of the storage space
• Responsible for processing the insurance of the valuable assets/inventory items place in the storage space

8.      Safety and Security

Ensure all safety measures are in place to protect staff and the assets of the organization.

Ensure safety audits are conducted regularly against the agreed points

Please Note:

Candidate who tries to influence the recruitment process will be automatically disqualified. Women and non-muslim candidates are particularly encouraged to apply. Candidates who apply earliar will be given a preference in recruitment process.