Pathfinder International is a global leader in sexual and reproductive health. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, ensure the availability of safe abortion services and post-abortion care, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve.

Project Overview

Pathfinder Pakistan with support from the Bill & Melinda Gates Foundation (BMGF) is providing technical assistance (TA) to the federal and provincial governments of Pakistan including Sindh, Punjab, Khyber Pakhtunkhwa, and Baluchistan, and providing support to key health system strengthening partners such as World Bank, Population Council and Acasus in scaling up of Postpartum Family Planning (PPFP) and Postabortion Family Planning (PAFP) within the investment case (IC) execution and National Health Support Project (NHSP) design and implementation.

Through this initiative and based on the successes and learnings from Pathfinder’s Naya Qadam project, Pathfinder will support the integration and institutionalization of PPFP and PAFP in the overall provincial health systems, strengthening health system through building technical capacity of federal and provincial governments to implement results-based management framework, gender response social and behavior change communication (SBCC) strategies, enabling policy environment, and strengthen health information system strengthening to improve and better use of PPFP and PAFP data for decision making.

Under this project, a total of four high-level outcomes and thirteen outputs will be achieved. The federal government and provincial Health Department and Population Welfare Department would be key partners, while Pathfinder will also collaborate and coordinate with World Bank, Population Council, and Acasus.

Job Purpose

Pathfinder is seeking a detail-oriented and highly organized Administrative Assistant to join our team in Islamabad. The successful candidate will play a crucial role in supporting daily office operations and ensuring smooth administrative processes.

Key Performance Area

Office Management

• Assist the Admin Officer in managing day-to-day office operations, including maintaining office supplies, equipment, and facilities.
• Assist in coordinating and scheduling meetings, appointments, and events.
• Handle incoming calls, emails, and inquiries, and redirect them as appropriate.

Reporting & Documentation

• Aiding the other staff members
• Manage and maintain records of different project activities.
• Provide secretarial and administrative support to all relevant staff.
• Serve as primary contact for all Patti cash transfer matters within the office.
• Keep up with important documents and maintain files.
• Making arrangements for any event, meeting, or activity, finding transportation, and making accommodations.
• Create and maintain organized filing systems for both digital and physical documents.
• Assist in the preparation and formatting of reports, presentations, and other documents.
• Accurately enter and update data in spreadsheets and databases.
• Maintain confidential records and files.

Liaison, Communication & Interaction

• Liaise closely with all project staff on issues relating to all activities, course administration, and other relevant areas associated with the activity of the project.
• Communicate with the Logistic department and other members of the administrative team and external professionals when scheduling appointments and setting up meetings.
• Draft and edit correspondence, emails, and other communications.
• Ensure effective communication within the office and with external stakeholders.

Administrative and Financial Tasks

• Overall, all administrative tasks assigned by the Head office Administration Manager/ Admin Officer-Islamabad/ Karachi. 
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.

Education & Work Experience

• Bachelor’s degree in social sciences and public administration
• 3 years experience working in the development sector or in any organization that implements national, and international health and development projects.

Preferred Education & Work Experience

• Master’s degree in management, business, project management, social science, or a related discipline
• 3-5 years of relevant programmatic experience, particularly in the areas of climate justice and gender equity
• Ability to demonstrate tools and techniques to organize moving pieces in a project.
• Experience in office management, reporting and documentation, and Liaising with different departments within the organization. 

Minimally Required Job-Specific Competencies:

• Program Operations: Ability to plan and manage cross-functional activities internally and externally and ensure timely follow-up and updates. Organizational and planning skills, project planning, and management skills. Proven ability to set priorities, meet deadlines, and multi-task with minimal supervision.
• Presentation Skills: Advanced oral and written communication and editing skills. Proven diplomacy skills. Proven ability to build and maintain professional relationships with stakeholders.
• Community Relations: Intermediate skills in facilitating working relationships between project teams, donors, partners, government officials, and communities.
• Analysis and Sound Judgement: Advanced analytical and troubleshooting skills. Ability to make sound judgments. Ability to improve processes, promote excellence and demonstrate accuracy and thoroughness.

• Passion for Sexual and Reproductive Health Services: Commitment to family planning, reproductive health services, gender, maternal, and child health services, and eradication of harmful traditional practices

Minimally Required Organizational Competencies:

• Software Applications:Advanced knowledge of MS Excel, PowerPoint, Word, and Outlook
• Languages:Proven ability to write and speak using the local language and English language
• Communication and Influencing Skills: Diplomacy and advanced oral and written communication skills using different forms of media. Ability to translate complex concepts to individuals at all levels. Ability to speak across a range of technical issues that may be outside the individual’s area of expertise.
• Self-Management and Teamwork:Ability to work independently or as a member of a team, ability to thrive in a matrix organization, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment.
• Confidentiality: Ability to maintain confidentiality on work-related matters.
• Matrix Management: Ability to thrive in a matrixed organization.

Other information:

• Travel required (30% or less)
• Uses cellular and office phones, laptops, or desktop computers.
• Kindly apply before deadline November 30, 2023 through below link:
• This job description format focuses on the main duties of the position and is not intended to list every potential task or assignment.
• Duties can and will change to meet the changing priorities of the department and organization.

Equal Employment Opportunity Employer Statement

Pathfinder International provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Safeguarding and Protection Statement

Pathfinder is committed to the safeguarding and protection of the people we serve and our staff. We have zero tolerance for any type of behavior that inflicts harm on children, young people, adults, our staff, and partners including sexual abuse, harassment, bullying, and exploitation. We do everything possible to ensure that we recruit only those who are suitable to work with us. We expect that everyone we hire will abide by our safeguarding and related policies and will report any suspected or known violations. This job is subject to a range of vetting checks as legally permitted in the country where they are being hired. By applying, the job applicant acknowledges they understand our intent to verify suitability to work with us.