Admin Assistant

We are seeking a dedicated and experienced Administrative Officer to manage and oversee the daily administrative operations of our organization. The ideal candidate will have 1 to 2 years of relevant professional experience, preferably within an NGO/INGO, healthcare, education, or corporate setting. This role requires hands-on involvement in office management, procurement coordination, facilities oversight, and vendor relations, ensuring smooth and efficient functioning across multiple locations. The position is based in Karachi and requires in-person attendance.

Key Responsibilities

- Manage and supervise day-to-day administrative operations, ensuring all offices, centers, and facilities function smoothly.
- Oversee administrative and support staff, monitoring attendance, discipline, and performance to maintain a productive work environment.
- Coordinate office maintenance, including repairs, utilities, cleaning, security, and other facility-related services.
- Work closely with the Supply Chain/Procurement team to handle administrative purchases and requirements efficiently.
- Maintain and monitor office assets, furniture, equipment, and inventory records to ensure proper utilization and accountability.
- Manage transportation logistics, including vehicles, drivers, fuel, and related administrative needs.
- Liaise with vendors, contractors, service providers, and internal departments to ensure timely service delivery and contract renewals.
- Maintain accurate administrative records, files, registers, and documentation in compliance with organizational policies.
- Support the development and implementation of administrative policies and procedures to improve operational efficiency.
- Monitor office expenses and promote cost-effective resource utilization.
- Prepare administrative reports, summaries, and updates for management review.
- Coordinate with the HR department on staff-related administrative matters.
- Ensure compliance with organizational policies, procedures, and applicable regulations.
- Address administrative issues promptly and provide effective solutions.
- Assist management in organizing events, meetings, workshops, trainings, and other organizational activities.
- Perform additional administrative duties as assigned by management.

Required Qualifications

- Minimum 1 to 2 years of professional experience in office administration, preferably in an NGO/INGO, healthcare, education, or corporate environment.
- Proven experience supervising administrative/support staff and managing office operations.
- Hands-on experience in procurement coordination, facilities management, transport, security, maintenance, and vendor management.
- Strong administrative and organizational skills with excellent communication and interpersonal abilities.
- Demonstrated leadership and team management capabilities.
- Effective coordination and follow-up skills to ensure timely completion of tasks.
- Strong problem-solving and decision-making skills, with the ability to work under pressure and manage multiple priorities.
- Proficient in MS Office applications, particularly Word and Excel.
- Excellent report writing and documentation skills.
- Ability to maintain confidentiality and handle sensitive organizational information professionally.
- Detail-oriented with a professional attitude.

Preferred Qualifications and Benefits

- A proactive and responsible approach to work, with the ability to independently manage administrative matters.
- Strong negotiation and vendor coordination skills.
- Experience working effectively with staff at various organizational levels.
- Prior experience in a multi-location organization is an advantage.
- Bachelor’s degree is preferred.
- Competitive monthly salary ranging from Rs45,000 to Rs55,000.
- Work location: Karachi (in-person).

This role offers an excellent opportunity for a motivated individual to contribute to the smooth operation of a dynamic organization while developing their administrative expertise in a professional environment.