About ADLG

Job Summary:

Under the supervision of the Finance and Admin Manager based in Islamabad, the Admin and logistics Officer will be handling the day-to-day activities of LEAD for SDGs Programme Pakistan implemented at Islamabad and the provincial level. This position holder will be required to closely work with the Finance & Administration Manager to execute a robust Administrative, Logistics and HR functions for LEAD for SDGs Programme in Pakistan. The person will also be responsible for the execution of procurement cycle by ensuring due compliance. The position holder will closely be working with Project and Output of Leads in procurement, Fleet, Logistics, administrative & HR preparation, revisions of contracts and for forecasting LEAD for SDGs requirement at provincial level.

Key Responsibilities:

• Be responsible in providing administrative, logistical & HR support to the LEAD Programme, under the direct supervision of Finance & Administration Manager
• Provide proactive, accurate, timely and high-quality administrative work to the project and to ensure proper filing in hard and soft copies.
• Provide assistance in maintaining the communication with the donor agencies and be responsible for the overall integrity and coherence of the administrative requirement of the project in coordination with the Program and other Divisions within UCLG ASPAC.
• Be responsible for logistics and travel arrangements (ticket, hotel, visa, catering, meeting venue, etc) and makes pertinent logistical arrangements for the prompt and effective implementation of the programme activities.
• Prepare and maintain a list of vendors and comparative quotations, coordinate with the vendors for purchases of equipment and items, following the organizational and donor’s guidelines.
• Ensure to install the internet systems and the subsequent functioning and maintenance of such system. 
• Design, establish and maintain a central filing system for administration and ensure quick retrieval of files when needed.
• Liaise with Finance and Administration Division to ensure that all bills related projects expenses are paid on a timely basis.
• Assist the Programme Lead and/or Staff in preparing the evaluation, annual and/or all kinds of reports on the administrative matters.
• Perform other administrative tasks consistent with the overall scope for this post as directed by the his/her supervisor
• Coordinates with the field Admin and Finance Officer to ensure admin and logistic support to the base offices.
• He/she should be able to translate the quotes in English language if they are received in Urdu or any other local/provincial language

• Any other task assigned

Compliance with Organisation Policies and Procedures

• Adhere to Organization policies/procedures including finance, human resources, security, procurement and logistics; and ensure staff compliance
• Participate in professional development activities, as needed or assigned.
• Provide efficient supervision and management for all direct reports and lead the establishment and functioning of a strong, effective and coordinated team.
• Ensure the proper implementation of Organisation’s performance management process for direct reports, including job description and APO development, regular feedback, mid-term reviews, annual performance appraisals and staff training and development.
• Oversee the recruitment and orientation of project staff.
• Perform any other tasks as assigned by the supervisor or CEO

Working Conditions & Travel:

The position is based In Islamabad with some travel to Provincial Offices.

Person Specification

Education and Experience:

• Master’s Degree in Finance, Business Administration and/or related fields;

Experience, Skills & Competencies:

• Minimum 5 (five) years of professional experience in providing logistic support and office administration and working in a similar position in an NGO and/or an International Organization/ National Corporation;
• Demonstrated experience working with local governments institutions, multi-donor agency and/or development partner;
• Experienced in the usage of computers and office software packages is required.
• Fluency in written and spoken in English.
• Proficiency in MS Office.
• Demonstrates ability in project finance and administrative management;
• Has strong analytical, communication and interpersonal skills;
• Demonstrates detail orientation, proactive attention to outcomes and expectations, and ability to understand and effectively use information and data;
• Has good understanding of the internet systems and its maintenance.
• Experienced in international cooperation development projects;
• Willing to travel during the project’s implementation when required;
• Ability to work in a team and individual.