- Assist in effective communication by orientation and refresher training to staff to help them understand the office systems, policies, and procedures of the organization.
- Assist in coordination and liaison with concerned government ministries, embassies, agencies, and other international and domestic NGOs for all administrative matters.
- Assist to ensure all lease contracts are in place and renewed/terminated as appropriate.
- Assist in overseeing contracts for all office assets and equipment maintenance and ensure regular service/maintenance.
- Assist to ensure that staff members have appropriate space, equipment, and supplies for work.
- Assist to ensure appropriate action on travel requests including booking vehicles, accommodation, tickets, arranging visas, etc.
- Assist in overseeing office maintenance and repairs; negotiate with the property owner, when needed.
- Assist to prepare for and coordinate various office social activities, i.e. team building, staff retreat, etc.
- Assist, coordinate and work closely with field offices on office, inventory, and vehicle management.
- Assist to ensure office and vehicle insurance is up to date and appropriate
- Supervise support staff and interns.
Procurement:
- Assist in procurement of goods and services for the Islamabad Office as well as all regions & projects as per organizational procurement policy.
- Assist in collecting quotations, preparing comparative statements & getting approvals from the purchase committee thereof.
- Assist in ensuring proper receipt of bids, proposals, and documents as per guidelines.
- Assist in preparing minutes of meetings of PC, evaluating bids financially and technically.
- Negotiating with suppliers, evaluating them, and reporting to the line manager for updates on procurement.
- Assist in preparing & Issuing purchase/work orders and following up on the orders placed.
- Following up on the goods delivery according to the agreed terms.
- Ensuring safe and timely delivery of goods at regional & project offices.
- Receiving and verifying invoices and purchase-related documents.
- Following up with the finance department to ensure timely payment to suppliers.
- Frequent market surveys to maintain an updated database of suppliers for smooth purchasing.
Job Requirements:
- Bachelor Degree in Management Sciences, preferably with a procurement or project management certification.
- Relevant experience, preferably in a donor-funded environment.
- Excellent oral and written communication skills in English and Urdu.
- Proficiency in MS Office Suite (Word, Excel, PPT, Visio) as well as capacity to operate in relevant databases.
- Excellent report writing and presentation skills.
- Ability to meet targets within tight deadlines.
- Result-oriented team player and leader.
- Sound judgment, flexibility, adaptability, and cultural sensitivity.
- Good knowledge of Internal Audit processes and procedures.
- Integrity, transparency, persistence, initiative, and a quick learner.
- Ability to work in a multicultural environment.
- Team player to solve professional problems.
- Can work under pressure and independently.
- Ability to be professional, calm, flexible, resilient, solution-oriented, and creative.
- Ability to travel domestically and internationally, when needed.
PakAid is a non-profit organization that coordinates nationally and internationally to provide effective and efficient field responses to community needs by bringing together key stakeholders from humanitarian, international development, public, private, academic, and community sectors. The organization is being run totally on a humanitarian, non-religious, non-political, and non-commercial basis focused primarily on promoting the quality of life of its beneficiaries regardless of color, cast, or creed and without discrimination.
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