Admin and Logistics Officer

The Administration Assistant shall oversee the repair and maintenance of Penny Appeal Pakistan’s buildings. Will provide support to Manager Admin & Logs, PA employees, assisting in daily office needs and managing the organization’s general administrative 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:

1.              Oversees and administers the office’s day-to-day activities; ensures compliance with office policies, procedures, and systems, which ensures productive and efficient office operation.

2.              Manage and monitor the availability of accessories, equipment, stationery, office supplies, and office stock and place orders as required.

3.              Fleet Management, monthly fleet logbook check/review, and periodic vehicle service check.

4.              Provide full assistance in raising vehicle insurance claims and coordinate with the workshops for repairing and clearing the insurance dues.

5.              Responsible for supervising the work related to the purchase of furniture, office equipment, computers, vehicles, air conditioner, and other miscellaneous items.

6.              Ensure that proper fire extinguishers and first aid boxes are in all official buildings, including the office and every pool vehicle.              

7.              Maintain the organization’s filing system for Admin documentation and ensure contracts (rent, utilities, and services) are updated on time.

8.              Ensuring the confidentiality and security of organizational files and filing systems.

9.              Ensure that operational services and contracts are maintained and renewed accordingly (building rents, utilities, internet, etc.).

10.           Assist in Hotel bookings and logistic arrangements for staff and guests as and when required.

11.           Maintain and troubleshoot all office equipment, including IT and Computer Equipment.

12.           Assist in overseeing security guards at all the project locations and head office.

13.           Will oversee issues pertinent to repairing electrical, plumbing, carpentering, construction, and other building systems;

14.           Visit all organizational properties and perform evaluations and identify problems related to the building systems and inform the supervisor for rectification;

15.           Facilitate acquiring quality services related to building systems;

16.           Responsible for evaluating problematic building systems or facilities and determining what installation or repair services need to be performed;

17.           Take appropriate action for the maintenance work required immediately in official properties in coordination with the supervisor;

18.           Prepare relevant incident reports for any accidents that occur in official buildings;

19.           Perform any other assignment as directed by the supervisor.

Qualification:

a.     Post Graduate degree in Management sciences, administration or equivalent.

b.     Awareness of UNICEF operational policies and procedures desired

c.     Experience working with UNICEF is added advantage.

d.     Any other relevant qualification will be a Plus.

Required Experience:

a.     Four (04) to Six (6) years of proven experience with National and International NGOs

b.     Having high-level computer skills (MS Office, Outlook, data management, infographics)

c.     Excellent report writing skills.

d.     Having excellent knowledge of Beneficiaries and program participants Safeguarding.

Travel Requirement:

The job requires approximately 30 % to 40 % to travel to carry out assigned responsibilities within the coverage area (Sindh Region).

Project Duration

Short-term (initially for three months and can be extended subject to the availability of funding)

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). Familiarisation 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.