Overview:

Jhpiego is an international non-profit health organization affiliated with The Johns Hopkins University, USA. For more than 40 years and in over 150 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego is dedicated to improving the health of women and families in developing countries. In Pakistan, Jhpiego will be working with guidance and support from Global USAID funded Maternal and Child Health Survival Program, on “Accelerating Family Planning in Pakistan” (AFPP) to quickly accelerate the achievement of Family Planning 2020 (FP2020) objectives in Pakistan. This is a one year project and will be working in three provinces of Pakistan- Sindh, Punjab, and Balochistan.

The Manager Administration provides leadership to develop, maintain, and manage systems to ensure the smooth operations and effectiveness of support services including Procurement, Inventory, Logistics Management and IT through improvement to each functional unit as well as coordination and communication between support and programmatic functions. S/he ensures that Jhpiego conforms to Government of Pakistan laws and regulations to operate in the country as international NGO. S/he works with Program Coordinator/s and/or Program Officer/s in Baltimore to ensure that couriers, correspondence and other key documents circulating between Pakistan and Baltimore are tracked appropriately. S/he supports Jhpiego expatriates living in Pakistan or visiting for a short-term period with housing, lodging, security, and communication. S/he plays significant role in long term planning including initiatives geared towards operational excellence

Responsibilities:

  • Manage and administer the requirements of office operations including Administration, Logistics, Procurements and IT
  • Promote teamwork across and within the operations team setting high standards of work delivery and integrity through feedback, coaching and mentorship
  • Ensure that the donor resources are appropriately directed to project priorities and are in line with project work plans
  • Work with the Director – Senior Manager Operations and Project Director to assist program staff in developing work plans, annual budgets for program activities and local office costs
  • Serve as a resource person for program staff on donor, JHU and Jhpiego rules and policies
  • Serve as main contact person with the landlord/landowner for the office(s) and expatriate houses and negotiate terms of leases in cases of renewal, or termination of contracts
  • Manage all service contracts with service companies and vendors including travel agency, insurance companies, printing houses, security and cleaning companies, equipment/furniture maintenance companies, etc. while making sure that they are working accordingly
  • Ensure regular review of all existing contracts with service providers and vendors for price competitiveness in the market so as to obtain the best value for cost in terms of benefits provided to Jhpiego
  • Take cost effective (value of money) measures, as required
  • Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphic packages to assemble, manipulate, and format data and/or reports
  • Draft responses to donor’s questions, stakeholder’s queries
  • Ensure compliance by all assigned staff the JHU and Jhpiego timekeeping requirements, as well as, timely approval of timesheets
  • Under the supervision of Director – Senior Manager Operations, plan and organize the administrative work of the project
  • Supervise project procurement, admin & logistic and IT staff
  • Provide guidance, monitoring and support to the Procurement Officer, Admin & Logistic Officer and IT Officer, including procurement of goods and services, logistical support for local and international travel for staff and Short Term Technical Assistance (STTA), ensure/maintain office inventory, record keeping, filing and contracts development & management
  • Provide support to office in clearing any shipments from customs or any other government body in collaboration with Jhpiego Pakistan expeditor
  • Ensure that proper human resources administration procedures are in place for project staff, including tracking of leaves, sick days, absence, attendance and other HR actions
  • Any other job as assigned by the supervisor

Required Qualifications:

  • At least Bachelor’s degree or MBA , preferably post graduate qualification in Office Administration or Management/Logistics, or related field with commensurate experience; an IT qualification is advantageous
  • At least five years in positions of increasing responsibility with administration and office management and having supervisory roles and proven track record of inspiring performance from subordinates
  • Experience with INGO is a must, preferably with US government-funded NGOs or Projects
  • Computer literacy and ability to use all Office programs
  • Self-management is necessary (i.e. motivation, dependable, dealing with pressure, adaptability), as is the ability to project a professional, consistent image. Both internal and external clients must see the Manager Administration as a person of competence and high integrity, and trust his/ her capability and sense of confidentiality
  • Interpersonal Skill Requirements: Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships with NGOs, Government of Pakistan/ Jhpiego – Paksitan staff, vendors and other relevant partners
  • Knowledge of procurement and administrative systems & development of working policy, manuals, procedures
  • Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
  • Ability to work proactively, organize and manage own work and assist others to do the same
  • Excellent management, supervision/mentoring and organizational skills
  • Ability to travel within Pakistan
  • Language Requirement: Fluency in English and Urdu is required.
  • The contract duration will be of 1 year

Note: Only shortlisted candidate will be consider for an interview. The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer

Job Details

Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Job Location:
Clifton, Karachi, Pakistan
Gender:
No Preference
Minimum Education:
Bachelors
Degree Title:
Bachelor’s degree or MBA , preferably post graduate qualification in Office Administration or Management/Logistics, or related field with commensurate experience; an IT qualification is advantageous
Career Level:
Experienced Professional
Minimum Experience:
5 Years (At least five years in positions of increasing responsibility with administration and office management and having supervisory roles. Experience with INGO is a must, preferably with US government-funded NGOs or Projects)
Apply Before:
Sep 02, 2016
Posting Date:
Aug 28, 2016

Jhpiego

N.G.O./Social Services · 51-100 employees - Karachi

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For 40 years and in over 155 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego works with health experts, governments and community leaders to provide high-quality health care for their people. Jhpiego develops strategies to help countries care for themselves by training competent health care workers, strengthening health systems and improving the delivery of care. Jhpiego has been working in Pakistan since 1997 when it provided technical assistance under a series of maternal and reproductive health projects funded by the U.S. Agency for International Development (USAID). One of the Project aims in Pakistan is to improve the quality of public and private sector health services. Healthcare providers will be trained; health facilities renovated and services will be expanded and improved. We also will improve access of women and children to health services especially the poor and those who do not or cannot go for health care, by educating communities and families and setting up better transport and communications systems. By 2017, thousands of deaths of women, newborn babies and infants will have been prevented as a result of the USAID/Pakistan MCH Program. USAID/Pakistan has, in cooperation with the USAID Office of Inspector General, established the Anti-Fraud Hotline to provide an avenue for the reporting of fraud, waste, and abuse which may be associated with USAID funded projects in Pakistan. Complaints are handled with complete confidentiality and individuals are encouraged to report when corruption, fraud, waste or abuse may exit in the USAID/Pakistan projects. Reports can be filed anonymously via the easy-to-use Hotline (toll-free number 0800 84700); e-mail at [email protected]; fax at 021-35390410; postal address at 5-C, 2nd Floor Khayaban-e-Itthad, Phase VII, DHA, Karachi, Pakistan; and on the website www.anti-fraudhotline.com.”

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