Admin Assistant

Introduction:

Ipas Pakistan is an international non-governmental organization (INGO) which works to assist the Government of Pakistan in achieving the country’s commitment towards the Sustainable Development Goal 3 (good health and wellbeing). It seeks to reduce maternal mortality and morbidity associated with complications due to unsafe practices. We collaborate with provincial governments to provide technical assistance and support for strengthening the public and private healthcare system. Ipas is seeking to hire a competent Admin Assistant to join its Administration team in its Islamabad-based head office.

Job Summary:

The Admin Assistant is responsible is responsible for providing efficient administrative, logistical, and office support services to ensure the smooth functioning of the office. The position supports office administration, fleet coordination, travel and event logistics, facility management, inventory control, and vendor coordination while supervising cleaning and kitchen staff to maintain a safe, clean, and well-organized working environment.
Success in this role requires strong organizational skills, attention to detail, a customer-service orientation, and the ability to manage multiple priorities while ensuring compliance with Ipas policies, procedures, and financial controls.

1. Office Administration

• Ensure the office premises are clean, functional, safe, and well maintained.
• Coordinate routine office maintenance and repairs.
• Monitor office supplies and coordinate timely replenishment.
• Maintain administrative records and filing systems in both electronic and hard copy formats.
• Support incoming and outgoing correspondence, courier services, and document distribution.
• Assist in organizing meetings, workshops, and office events.
• Coordinate meeting room bookings and ensure meeting facilities are properly arranged.

2. Logistics Coordination

• Coordinate local transportation requirements for staff, consultants, and visitors.
• Assist in travel logistics, including hotel bookings, airport transfers, and travel arrangements in accordance with organizational policies.
• Coordinate shipment, receipt, and distribution of office materials and program supplies.
• Maintain logistics records and supporting documentation.
• Assist in organizing logistics for training sessions, workshops, conferences, and organizational events.
• Coordinate vehicle scheduling in collaboration with designated drivers or transport service providers.

3. Procurement Support

• Support the Procurement and Administration Officer in obtaining quotations and preparing procurement documentation.
• Follow up with vendors regarding deliveries and service completion.
• Maintain procurement files and vendor documentation.
• Verify receipt of goods and services and ensure supporting documentation is complete.
• Assist in maintaining an updated supplier database.

4. Inventory and Asset Management

• Maintain records of office inventory and assets.
• Conduct periodic physical inventory verification.
• Ensure office equipment and furniture are properly tagged and recorded.
• Report damaged or missing assets promptly.
• Support annual inventory and asset verification exercises.

5. Facility Management

• Monitor office utilities, including electricity, internet, water supply, and office equipment.
• Coordinate preventive maintenance for office equipment.
• Liaise with landlords, building management, and service providers regarding facility-related issues.
• Ensure compliance with workplace health, safety, and security procedures

6. Supervision of Cleaning and Kitchen Staff

• Supervise the daily work of cleaning and kitchen staff.
• Prepare work schedules and allocate daily tasks.
• Monitor cleanliness, hygiene, and upkeep of office facilities.
• Ensure kitchen and pantry supplies are adequately stocked.
• Monitor staff attendance, performance, and adherence to office standards.
• Provide on-the-job guidance and recommend performance improvements where necessary

7. Vendor and Service Provider Coordination

• Coordinate routine services including cleaning supplies, maintenance, utilities, courier services, and catering.
• Monitor vendor performance and report service issues.
• Ensure timely submission of invoices and supporting documentation for payment processing

8. Compliance and Documentation

• Ensure administrative and logistics activities comply with organizational policies and donor requirements.
• Maintain confidentiality of organizational information.
• Keep accurate administrative records and documentation for audit purposes.
• Support internal and external audits by providing required documentation.

9. Other Responsibilities

• Provide administrative support during emergency responses or organizational events.
• Assist with orientation and logistical arrangements for new staff.
• Perform any other duties assigned by the Procurement and Administration Officer.

Requirements:

Education:

Bachelor’s degree in business administration, Management, Supply Chain Management, Logistics, or a related field.

A diploma with relevant experience may be considered.

Experience:

• Minimum 3 years of relevant experience in administration, logistics, or operations, preferably within an INGO, NGO, or development organization.
• Experience coordinating office administration and logistics.
• Experience supervising support staff is desirable.

Knowledge and Skills:

• Good understanding of office administration and logistics processes.
• Basic knowledge of procurement procedures.
• Strong organizational and time management skills.
• Good communication and interpersonal skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Ability to maintain accurate records and documentation.
• Strong customer service orientation.
• Ability to work effectively with diverse teams.

Ipas se compromete firmemente a proporcionar un entorno de trabajo que esté libre de todas las formas de acoso, discriminación e inequidad. Contratamos, empleamos, capacitamos, promovemos y compensamos a nuestro personal sin distinción de raza, edad, sexo, religión, nacionalidad, color, religión, ascendencia, ciudadanía, casta, origen étnico, identidad regional, identidad tribal, estado civil, condición de veterano, servicio militar, discapacidad, información genética, identidad de género, expresión de género, condición de transgénero, orientación sexual o cualquier otra característica personal protegida por la ley o detallada en la política de Ipas. Ipas reconoce que estas características personales pueden ser distintas en diferentes contextos.