Admin & Logistics Officer (Recover Back Better – WASH, Health, Food and Nutri

Why should you join us at Pak Mission Society?

At Pak Mission Society, we provide you with the platform to work in a challenging environment to become a skilled professional in your chosen field of interest.

As an equal employment opportunity provider, Pak Mission Society makes all decisions of employment purely based on merit irrespective of race, caste, gender, creed, color, religion, national origin, or disability.

About the role:

Admin & Logistic officer will play a crucial role in maintaining efficient operations, supporting administrative functions, and coordinating logistics activities of the Project. He will contribute to the overall productivity and success of the project by ensuring smooth workflow, effective communication, and well-managed resources.

About the Project:

The project aims to provide integrated services in health, nutrition, WASH (Water, Sanitation, and Hygiene), and livelihood to the flood-affected communities of Umerkot and Khairpur Sindh-Pakistan.

The project idea is designed within the framework of localization to restore mentioned services and strengthen local capacities, taking a holistic approach and considering the protracted nature of the crisis situation. The staff will be based in their respective districts to implement the project activities.

Your impactful goals will include:

• Administrative Support: Provide administrative support by handling correspondence, scheduling meetings, managing calendars, preparing reports, and maintaining documentation.
• Field Office Operations: Oversee general office operations, including managing office supplies, equipment, and facilities. Ensure a well-organized and functional work environment.
• Travel and Accommodation Arrangements: Coordinate travel arrangements for staff, including booking flights, hotels, transportation, and obtaining necessary travel documents. Ensure compliance with travel policies and manage travel-related expenses.
• Event Planning: Assist in organizing and coordinating project events, meetings, conferences, and workshops. This may involve handling logistics, managing invitations, arranging venues, coordinating catering, and ensuring smooth event execution.
• Vendor Management: Establish and maintain relationships with vendors and suppliers. Obtain quotes, negotiate contracts, and ensure timely delivery of goods or services. Monitor vendor performance and address any issues or concerns.
• Inventory Management: Manage inventory levels of office supplies, stationery, and other materials. Place orders as needed, track inventory usage and maintain accurate records. Conduct periodic inventory audits to ensure adequate stock levels.
•  Records and Database Management: Maintain and update various databases, records, and files. Ensure data accuracy, integrity, and confidentiality. Retrieve and compile information as required.
• Logistics Coordination: Coordinate and monitor logistics activities, including shipping, receiving, and distribution of goods. Collaborate with internal teams, external vendors, and logistics providers to ensure timely and cost-effective delivery.
• Documentation and Reporting: Prepare and distribute reports, presentations, and other relevant documents. Collect and compile data, conduct analysis, and present findings to management. Assist in preparing budgets and monitoring expenses.
• Compliance and Policies: Ensure compliance with organizational policies, procedures, and relevant regulations. Stay updated on industry best practices and recommend improvements to streamline administrative and logistical processes.
• Communication and Collaboration: Foster effective communication and collaboration among team members, departments, and external stakeholders. Serve as a point of contact for inquiries, provide information, and resolve issues or conflicts as needed.

What we are looking for:

Education & Knowledge:

• Master’s Degree in Business Administration, Management, Supply Chain Management, or a relevant field is preferred.
• Relevant coursework or certifications can be valuable.

Work Experience:

4-5 years of prior experience in INGO/NGO in administration/logistics and office management.

Functional Competencies/Skills:

• Strong organizational and multitasking abilities are crucial for managing administrative tasks efficiently.
• Attention to detail, time management, and the ability to prioritize tasks.
• Excellent verbal and written communication skills are essential for effective communication.
• Proficiency in using office productivity software such as Microsoft Office (Word, Excel, PowerPoint).
• Familiarity with database management and record-keeping software.
• A strong understanding of logistics principles and practices.
• Strong analytical and problem-solving skills.
• Attention to detail is essential for managing inventory accuracy, coordinating shipments, and ensuring timely delivery of goods.
• Effective communication skills are necessary for coordinating with suppliers, vendors, and internal stakeholders.

Note: Local Candidates will be preferred