Jhpiego is an international non-profit health organization affiliated with Johns Hopkins University, USA seeks an Admin and Logistic Officer, who will be responsible for overall office management, inventory management, travel coordination, hotel bookings and overall logistics support services to facilitate multiple health program’s goals and objectives. In addition, s/he will be responsible for implementation and maintenance of administrative and logistics systems and ensure quality services are delivered.

This position will report to Operations and Security Manager and will be based at Islamabad.

Logistical Support:

• Provide Administration and Logistical support in coordinating with the concerned department for the different events e.g. workshops/ trainings, seminars, exhibitions, external/internal meetings, venue coordination, meal arrangements, training hall set up arrangements etc.
• Assist in developing and implementing SOPs for procedures related to logistics/fleet management;
• Ensure timely arrangements are made for staff travel, including but not limited to air ticketing, boarding, and lodging and facilitate visa acquisition for official visits outside the country;
• Prepare reports and present monthly air ticketing and hotel reservation record and share with supervisor
• Supervise the fleet ensuring that the drivers are assigned to maintain official vehicles maintenance, and log sheets are correctly filled, and completed on a timely basis;
• Conduct appropriate due diligence/monitoring on usage of vehicle(s) and report to supervisor as a recurrent process.
• Prepare vehicle consumption and maintenance report on a monthly basis and submit to supervisor/finance for processing of invoices.

Office Administration:

• Assess and report on aadministration requirements, plans, progress and gaps for timely corrective actions and compliance.
• Ensure that field office / partner's offices are provided with necessary admin support for smooth project operations.
• Ensure that all utility bills are deposited within due date and submit a quarterly utility and communications report to supervisor, updating progress;
• Keep track of activities of concerned sections and regional offices with regards to cost effective management of resources and their maintenance and operational costs, such as lease, utility and security affairs etc.;
• Review, negotiate and authorize all service contracts.
• Maintain & update local suppliers list both for routine and emergency supplies and conduct regular market surveys ensuring compliance of Jhpiego/Donor policies .
• Supervise Admin staff (i.e. Office Assistants, Office Attendants, Drivers etc.) by monitoring performance of supervisee staff and give regular feedback to staff members and document corrective actions; Complete the annual performance appraisal, regular mentoring and coaching of supervisees.
• Maintain inventory database for assets and office supplies and conduct periodic inventory checks. Submit inventory reconciliation reports to management on regular basis.
• Support program team in formatting and designing documents for printing upon request from departments.
• Keep proper record and provide goods/supplies status report to concerned program lead and supervisor as and when required basis.
• Maintain a proper/efficient filing system of office to ensure smooth running of the operations and maintain a repository of all logistics and administrative documents and their security, including payments/invoicing etc.
• Coordinate and follow up for timely adjustment of advances and payments to vendors related to admin, logistics, fleet and other operations related activities;
• Support/carryout procurement process as per Jhpiego/Donor policies and procedures; review & validate all payments post submission to finance department; maintain and keep up to date record of paid invoices in hard/soft for all logistical & Administrative requirements.
• Perform other duties as assigned.

• Masters degree in business administration, management or equivalent from a recognized institution
• at least 5 years relevant experience, preferably in the non-profit and/or development sector.
• Excellent organizational and administrative/management skills, interpersonal and team-building skills, and able to manage relationships across units/vendors.
• Strong attention to detail and able to juggle multiple tasks simultaneously.
• Strong analytical skills and the ability to synthesize complex concepts and to communicate them effectively.
• Ability to work effectively work in teams as well as independently having an aptitude of being a team player.
• Excellent writing and verbal communication skills, Capacity to plan, organize and deliver results.
• Ability to manage day to day interactions with contracted external service providers and analyze their performance.
• Proficiency in software applications, databases, spreadsheets including Microsoft Word and Excel
• Covid vaccination certificate would be desirable as per government protocols

Note: Only shortlisted candidates will be contacted and note that the successful candidate selected for this position will be subject to a pre-employment background check.The position will be closed for further applications once it is successfully filled. We will be conducting interviews on a rolling basis, so we encourage interested candidates to apply at their earliest convenience. Thank you for your interest in joining our team

Jhpiego is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. Female candidates are strongly encouraged to apply. Failure to follow the instructions of applying, your application would be denied.

For further information about Jhpiego, visit our website at www.jhpiego.org