Manager Administration and Logistics

A non for profit organization engaged in support of vulnerable communities through its programmes for Orphan kind, Thirst Relief, Emergency Response, Healthcare and Feed Our World in various areas all over the country. Organization requires services of “Manager Administration and Logistics”, duties of that position could be as under but not limited to these:

1.       Planning and coordinating administrative procedures and systems and devising ways to streamline processes;

2.       Manage the administrative functions of the organization on day to day basis;

3.       Develops policy and procedures for Admin & Logistics Department and update Admin Manual on regular basis;

4.       Ensure admin daily operations adhere to policies and regulations;

5.       Establishes office management manual and guidelines and manages internal communications;

6.       Coordinates with procurement department effectively when and where required;

7.       Oversees facilities and office management functions and directly manages administrative support team with such tasks as reception, secretarial functions and conference facilities;

8.       Schedule Senior Management Team (SMT) Meetings, keep record and prepare minutes of the meetings accordingly;

9.       Ensures effective management of the maintenance and security in Head Office and project offices;

10.   Manages policies and systems for staff safety in Head Office and project resources security;

11.   Ensure the maintenance and security of all PA’s Fleets;

12.   Ensure that the policies developed adhere to the governing law;

13.   Ensure drivers hired in PA have the required driving skills, and are fully aware of the Pakistan’s driving rules and regulations and have knowledge of GPS, Navigation services etc;

14.   Provide orientation and training to the support staff including office boy, janitor, security guard, driver etc on their role and responsibilities to ensure their effectiveness within the organization;

15.   Ensure that PA Head Office all and project offices are well run and professional in appearance;

16.   Ensure that PA Head Office has an effective and professional front desk;

17.   Maintains a system of asset management for PA including record keeping, tagging of all assets of PA;

18.   Ensures effective management of office premises and good facility management at Head Office and project offices;

19.   Ensure that effective and efficient events management and logistics are delivered to staff;

20.   Supports national and international staff travel including visas, advances, transport, and accommodations needs;

21.   Review and monitor the contracts in the administration department to achieve value for money and identify opportunities related to the services received by PA and proactively inform the management accordingly;

22.   Ensure the smooth and adequate flow of information within the organization to facilitate other departments;

23.   Provide an effective and efficient IT service to the organization ensuring that staff computers, internet, intranet and IT functions of the organization are functioning well and that problems are resolved efficiently and effectively;

24.   Control administrative and IT risks to the organization including viruses and critical system failure;

25.   Allocate office space to new inductees in Head Office;

26.   Monitor costs and expenses to assist in budget preparation to HoO;

27.   Oversee facilities services, maintenance activities and tradespersons (e.g electricians);

28.   Organize and supervise other office activities (recycling, renovations, event planning etc.);

29.   Ensure that all related activities are processed in an accurate and timely manner;

30.   Manage schedules and deadlines for all assigned tasks;

31.   Keep abreast with all organizational changes and developments;

32.   Shall be fully aware of the outside challenges that may affect the Admin policies, legislation or governing law;

33.   Other duties as assigned by the Supervisor in the interest of the organization’s objectives.

Required Knowledge & Skills:

·         In-depth understanding of office management procedures and departmental and legal policies

·         Proficient in MS Office

·         An analytical mind with problem-solving skills

·         Excellent organizational and multitasking abilities

·         Strong organizational skills with attention to detail

·         Excellent interpersonal skills and ability to manage competing priorities and support large teams including staff at all levels

·         Team player with leadership skills

·         Tracking Budget Expenses

·         Staffing

·         Quality Management

·         Managing Processes

·         Organization

·         Coaching

·         Communication Processes

·         Disciplining Employees

·         Motivating Others

·         Promoting Process Improvement

·         Reporting Skills

Qualification & Experience:

·         MBA/MA in business administration or relative field

·         5 years of proven experience including office management and administrative experience

Travel Requirement:

Job requires 50% travel approximately to carry out assigned responsibilities within the organizational coverage area of Pakistan and Azad Kashmir. Must be willing and able to travel.