Office Aide

Background/IRC Summary: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 20 U.S. cities, we restore safety, dignity, and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

IRC has been working in Pakistan since 1980, and manages and delivers large, complex programs to meet the needs in health, education, protection, environmental health, and livelihoods for displaced, poor, and disaster-affected communities. IRC works in partnership with local government and non-governmental organizations and is currently present in 4 provinces including Punjab, Sindh, Balochistan, Khyber Pakhtunkhwa (KP) and the newly Merged Districts of KP – Ex Federally Administered Tribal Areas (FATA).

Job Overview/Summary: The Office Aide is responsible for performing various basic administrative duties, such as Deliver/distribute mail/messages and official files within office and outside the office. He is responsible for Cleanliness & dusting of office equipment/furniture, etc. Provide cooking services, Serving of tea and lunch, for internal meetings, visitors and staff. Assisting other staff in wide range of office duties in support of the program.

Areas of Responsibility:

1. Maintain stocks of consumables item and track record of distribution, in keeping with IRC policies and procedures, as assigned.

2. Making copies of the documents. Keep photocopy machines stocked with paper and supplied with toner.

3. Ensure that office equipment and electronic appliances are maintained and used properly. Identify and report maintenance problems.

4. Ensure and report repair and maintenance of office premises in a timely manner.

5. Assist in receiving /dispatching of goods and supplies from/to suppliers and other offices.

6. Assist Supply Chain in arranging meetings.

7. Ensure all the writing material and different prerequisites are available in a conference Room/Hall before official meetings.

8. Set up the kitchen with cooking utensils and equipment, like knives, pans and spoons etc.

9. Cook food in a timely manner, monitor food stock and place orders.

10. Ensure compliance with all health and safety regulations within the kitchen area.

11. Dusting on a daily basis. Clean all the desks, cupboards, windows, corridors and the kitchen.

12. In case of damage or loss of materials, inform supervisor about it.

13. Perform other duties as assigned.

Key Working Relationships:

Position Reports to: Supply Chain Officer

Job Requirements:

a) Education:

• Primary/Middle

b) Work Experience:

• 1 to 2 Years of experience in a similar position. Preferably International NGO.

c) Demonstrated Skills and Competencies:

• Excellent coordination and interpersonal skills.

• Basic operation skills of office equipment (photocopier, scanner, fax).

• Be flexible and adaptable with regards to the implementation of the daily work.

• Able to carry out a variety of tasks.

• Proven experience as a cook.

Language Skills:

• Must be fluent in Urdu & Local languages.

The IRC Core Values and Commitments

• The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons.

• IRC is committed to ensuring that IRC staff is suitable to work with children and have the knowledges/he needs to uphold and abide by the IRC’s Child Safeguarding Policy.

• Level of interaction with children: Less frequent direct contact with children

• IRC recognizes that gender equality is fundamental to the achievement of our organizational mission. As such, IRC is committed to the promotion of gender equality in all aspects of our operations and programs. Our organizational policies, procedures and actions demonstrate this commitment.