Job Code and Title:

PKADOF – Administrative Officer

Project/Alternate Title

Administrative Officer

Business Unit

Administration - Operation

Country(s) Supporting

Karachi - Pakistan

Reporting Relationships

Reports to

Administration Manager

Job Summary

Manages and coordinates administrative services functions to ensure efficient operations. Manages all administrative functions for Pathfinder International’s country office, including, but not limited to, facilities management and security, services and supplies procurement and vendor management, travel, domestic business and charitable registration, all-staff meetings, and document management. Develops, reviews, distributes and maintains all administrative office procedures, including, but not limited to, travel, records retention, mail handling, fax receipt and distribution, facilities management, parking and office assignments.

Key Performance Areas

Major Activities / Responsibilities

Meeting Minutes

Takes minutes at programmatic and strategic meetings. Contributes to development of meeting notes.

• Mail Distribution: Opens and distributes mail; forwards correspondence to appropriate staff for action.

Written Communications

• Prepares written and electronic including letters and announcements. Types and proofreads correspondence, reports, and other materials. Answers routine correspondence and composes complex correspondence as necessary.

Logistics

• Plans and supports all logistics for evaluation activities, training, capacity assessments, learning events, schedules and calendars and other project activities. Ensures smooth operations of all activities by coordinating with drivers, translators, interpreters, venues, caterers, suppliers, activity-specific logisticians. Mobilizes staff and consultants by arranging travel and lodging.

Event Management

• .Works with country office staff to manage all country office events.

%

Research Support

• Provides research support to the management team in preparation for special meetings, presentations, and events. Collects material for and prepares special project papers.

%

Record Keeping

• Completes various forms, including: purchase requisitions, shipping requests, requests for absence, travel expense reports, requests for payment, consultancy agreements and work orders.
• To undertake the function of stock taking and confirm the periodic stock on a regular basis by working closely with the admin manager

%

Project Management

• Leads, manages or participates on cross-functional project teams.
• Support Admin Manager with the preparation of RFQ and RFP, bids and proposal evaluation, purchase Order etc.

Office Security Plan

• Supports the execution of the office security plans with the support of admin manager

Preferred Education and Work Experience:

• Bachelor Degree business, logistics management, or equivalent; or a combination of education and experience that yields the minimally required competencies
• 3 to 5 years' work experience in a non-profit organization
• Foundational knowledge of MS Office products, including MS Word, Excel, Outlook, and PowerPoint.

Competencies/Attributes:

Minimally Required Job-Specific Competencies:

• Logistics Practices: Foundational knowledge of logistics standards and guidelines.
• Mail Distribution Procedures: Ability to distribute mail according to accepted practices and procedures.
• Record Keeping: Ability to complete forms and reports and file them according to accepted policy and procedures.
• Event Coordination: Ability to coordinate events and meetings.
• Research Methods: Foundational knowledge and ability to conduct research on assigned topics.
• Writing and Editing: Ability to create and edit correspondence, reports and other forms of documentation.
• Officer Administration: Supporting senior management and supervising administrative department activities for staff members.
• Coordinate office activities and operations to secure efficiency and compliance to company policies

Minimally Required Organizational Competencies:

• Languages: Advanced writing and speaking skills using local language and English language
• Communication: Advanced oral and written communication skills. Foundational knowledge of report writing.
• Sexual and Reproductive Health and Rights: Foundational knowledge of family planning and reproductive health principles, practices and services of assigned program
• Passion for Sexual and Reproductive Health: Demonstrated commitment to family planning, reproductive health services, gender, maternal, child health services, and eradication of harmful traditional practices
• Influencing and Customer Service Skills: Advanced customer service skills.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment.
• Matrix Management: Ability to thrive in a matrixed organization.
• Confidentiality: Ability to maintain confidentiality on work related matters.

Other Information:

• Travel required (10% or less)
• Uses cellular and desk phone; laptop or desktop computer