Manager Administration

Karandaaz Pakistan, a not-for-profit organization registered under Section 42 of the Companies Act 2017 and based in Islamabad, is seeking a Manager Administration to join its Administration Department. Reporting directly to the CFO, this role supports Karandaaz’s mission to enhance the financial and digital ecosystem through strategic investments and partnerships, backed by the UK’s Foreign, Commonwealth & Development Office and the Gates Foundation. The Manager Administration will be responsible for overseeing and continuously improving administrative, procurement, and facility management functions. This position plays a critical role in ensuring operational efficiency, transparency, compliance with organizational policies and donor requirements, and promoting cost-effective and sustainable infrastructure management.

Key Responsibilities

Policy, Control, & Team Leadership:
Manage administrative budgets with a strong focus on cost discipline and accurate forecasting. Oversee the review and processing of expense claims, travel reimbursements, and vendor invoices in collaboration with the Finance team. Ensure procurement and inventory documentation is audit-ready and compliant with internal controls. Regularly update and enforce administrative policies, SOPs, and guidelines to maintain alignment with governance and operational standards. Handle legal and financial compliance related to office leases, renewals, and renovation projects. Lead and mentor the Administration team, fostering accountability and high performance. Drive initiatives for process improvements, automation, and sustainability within administrative operations.

Procurement & Facilities Management:
Work closely with the Procurement team to manage end-to-end procurement processes, ensuring transparency and adherence to organizational policies. Maintain and update the fixed asset register, conduct quarterly physical verifications, and oversee timely disposal of obsolete assets. Coordinate staff life and health insurance in partnership with People Services. Manage insurance coverage for organizational assets, including claims submission and follow-up. Supervise daily operations of the headquarters to optimize workspace utilization, safety, cleanliness, and functionality. Oversee maintenance schedules, service contracts, utilities management, and compliance with building safety standards. Liaise with vendors and service providers to ensure quality service delivery and cost efficiency.

Sustainability & Strategic Projects:
Implement green office initiatives and energy conservation practices, including maintenance of the solar energy system. Identify and execute energy optimization and cost-saving measures. Provide administrative oversight for strategic infrastructure projects as needed.

Logistics & Employee Support:
Plan and manage national and international travel logistics, including ticketing, visa arrangements, accommodation, and per diem management. Coordinate logistics for board meetings, workshops, and official events to ensure professionalism and seamless execution. Collaborate with HR on employee onboarding, attendance monitoring, and engagement activities. Oversee administration of employee health insurance and medical claims processing. Facilitate employee well-being through effective management of office facilities and services.

Required Qualifications

Education & Experience:
Bachelor’s or Master’s degree in Business Administration, Management, Supply Chain, or a related field from a reputable institution.
6 to 8 years of progressive experience in administration, procurement, or facility management, preferably within development organizations, donor-funded projects, or corporate environments with strong governance frameworks.
Demonstrated ability to independently manage an organization’s administration function is highly desirable.

Knowledge, Skills & Abilities:
Strong understanding of procurement and administrative compliance frameworks.
Financial acumen with experience in managing operational budgets.
Proficiency in MS Office Suite and administrative management tools.
Familiarity with health, safety, and environmental compliance standards.
Excellent contract negotiation, vendor management, and conflict resolution skills.
Strong leadership, team development, and interpersonal communication capabilities.
Analytical mindset with sound judgment and problem-solving skills.
High levels of integrity, transparency, and professionalism.
Ability to multitask, prioritize, and perform effectively under pressure.

Karandaaz values Integrity, Diversity, Entrepreneurship, Appreciation, and Learning Acumen (IDEAL), fostering a passionate and inclusive workplace culture. The organization is an equal opportunity employer encouraging applications from all population groups. This full-time position is based in Islamabad and classified as Grade 7. Candidates who share Karandaaz’s vision and values are invited to apply by 23 November 2025.