Admin & IT Assistant

Job Purpose:

 The Administration Assistant shall provides support to Manager Admin & Logs, PA employees and assisting in daily office needs and managing organization’s general administrative, IT and clerical activities.

Essential Responsibilities:

 Without restricting the generality of the purpose above, the Admin Assistant shall perform such duties and responsibilities as may be assigned, including but not limited, to the following:

Admin Responsibilities

• Assist in administrating the day-to-day activities of the office to which ensure productive and efficient office operation.
• Manage and monitor the availability of accessories, equipment, stationery, office supplies, and office stock and place orders as required.
• Fleet Management, monthly fleet logbook check/review and periodic vehicle service check.
• Provide full assistance in raising vehicle insurance claims and coordinate with the workshops for repairing and clearing the insurance dues.
• Assist in the work, related to the purchase of furniture, office equipment, computers, vehicles, air conditioner and other miscellaneous items.
• Ensure that valid fire extinguishers and first aid boxes are present in all official buildings including head office and every pool vehicle.              
• Maintain the organizations’ filing system for Admin documentation and ensure contracts (rent, utilities, and services) are updated on time.
• Ensuring the confidentiality and security of organizational files and filing systems.
• Ensure that operational services and contracts are maintained and renewed accordingly (building rents, utilities, internet etc.).
• Assist in overseeing security guards at all the project locations and head office.
• Will oversee issues pertinent to repairing of electrical, plumbing, carpentering, construction and other building systems;
•  Visit all organizational properties and perform evaluations and identify problems related to the building systems and inform supervisor for rectification;
• Facilitate for acquiring quality services related to building systems;
• Responsible for evaluating problematic building systems or facilities and determining what installation or repair services need to be performed;
•  Take appropriate action for the maintenance work required immediately in official properties in coordination with the supervisor;
•  Prepare relevant incident reports for the any accidents occurs in official buildings or vehicle;
• Perform any other assignment as directed by the supervisor.

IT Responsibilities

•  IT assistant provides technical support and maintenance for organization’s computer systems, networks including internet, CCTV and PABX.
• Monitor and maintain network infrastructure, including regular system updates, patches, and security protocols.
•  Excellent knowledge to install, configure, and maintain computer systems, peripherals, and software applications while ensuring proper documentation
•  Provide technical assistance to staff for hardware and software issues.
• Assist relevant departments in performing regular database backups and ensuring the ability to restore data if needed.
• Provide basic technical support to relevant staff regarding data access, cloud-based storages and database functionalities while ensuring data security.
• Knowledge of installing and configuring new database servers, monitoring system health and security, managing user accounts and monitoring and troubleshooting.
• Monitor online accounts on cloud-based storages like dropbox and google.
• Perform any other assignment as directed by the supervisor.

Travel Requirement:

Job requires 50% travel approximately to carry out assigned responsibilities within the coverage area (Islamabad, Sohawa and Chaksawari (AJK)).

 PSEA and Safeguarding:

Penny Appeal has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct that enshrines principles of PSEA, always (both during work hours and outside work hours). Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff, in addition to related mandatory training. All staff must ensure that they understand and act in accordance with this clause.