Administration Assistant

The Administration Assistant plays a vital role in ensuring efficient office operations by providing comprehensive support in administration, logistics, and client services. This position contributes to the smooth functioning of the operational unit through effective management of logistics, transportation, and asset handling. Working closely with colleagues across operations, projects, and programme support, the incumbent is expected to deliver timely and quality services with a client-focused and results-oriented approach.

Key Responsibilities

- Oversee the maintenance, safe handling, and secure storage of all office equipment and property to ensure operational readiness.
- Prepare and maintain accurate inventory lists and detailed property records for both office and project requirements.
- Monitor and track the movement of equipment, implementing an equipment management and accounting system in compliance with UNOPS policies.
- Process supply requisitions promptly to meet office needs and support efficient customs clearance procedures.
- Manage the receipt, inspection, and reporting of goods and equipment delivered to the office.
- Ensure proper maintenance, servicing, and repair of all office vehicles, adhering to UNOPS vehicle management policies to guarantee safety and performance.
- Coordinate official transportation requirements for management and staff, including necessary security arrangements.
- Maintain daily vehicle logs documenting fuel consumption and mileage.
- Implement effective repair and maintenance systems for office equipment such as EDP devices and generators.
- Oversee building management and maintenance activities, applying power management policies aligned with existing power supply and generator resources.
- Evaluate contract services including cleaning, security, taxi, and courier services to improve service quality and identify alternative solutions.
- Actively participate in logistics and transportation training initiatives and contribute to knowledge sharing through networks and Communities of Practice (CoPs).

Required Qualifications

- Secondary school education (or equivalent) with a minimum of four years of relevant experience, or a Bachelor’s degree (or equivalent) in any discipline with no prior experience required.
- Proven experience in administration, logistics, or operations.
- Proficiency in collaboration and productivity tools such as MS Office, G-Suite, and web-based management systems.

Preferred Qualifications

- A globally or nationally recognized professional certificate in Administration is desirable.
- Experience working in multicultural environments or within UN system organizations, particularly in developing countries.
- Background in development or humanitarian contexts is an advantage.

This role offers the opportunity to contribute to impactful projects supporting sustainable development goals in Pakistan, working within a reputable international organization committed to building resilient and sustainable communities. The position demands a proactive and organized individual capable of managing diverse logistical and administrative tasks in a dynamic environment.