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Job Description

RESPONSIBILITIES:

JOB SUMMARY:

Specific Responsibilities:

  • Managing all aspects of day to day operations of office.
  • Ensure compliance with defined procedures and guidelines.
  • Help maintain the files in office.

General Administration Responsibilities:

  • Updating office and staff administrative procedure and forms as necessary;
  • Maintaining the centralized contact lists; including staff, partners, project related government and external stakeholders
  • Assist department management and staff in the implementation of administrative systems and procedures in their respective departments.

Facilities Management & Supplies

  • Maintain inventory records for office supplies and promptly advise restocking needs
  • Ensure all office equipment is functional and stocked with required supplies (toner, paper etc)
  • Review and verify bills received for facilities; including utilities, maintenance, provision of standard supplies, equipment.
  • Ensue timely filing of paperwork and supporting documents in administration files
  • Support Operation Manager in organizing office events, lunches, meetings etc.
  • As assigned, work with program staff and provide assistance in organizing trainings, this includes venue selection, bookings, arranging transportations and accommodation arrangement etc.
  • Arrange for all arrival and departure, pick up and drop off from and to airport and submit timely transport requests
  • Communicate with visitors to confirm arrivals, accommodations and any transport requirements.
  • Verify hotel billings and complete related payment requests
  • Ensure visitors are advised in advance of all arrangements and provided with arrival package including contacts and latest visitor security protocols

Logistics duties

  • Prepare all Purchase Requests (PRs), Travel Expense Requests (TERs), and bills for proper calculation adequacy before approval.
  • Manage travel including airport picks/drops, staff pick and drop, in town and outstation travels management.
  • Routine communication, coordination and planning with the relevant requesting staff / programs regarding the issuance of vehicle.
  • Ensure a consistent and excellent transportation support for programs and the management of WL-PRP.
  • Ensure proper use of PRP vehicles, maintain logs sheets as needed.
  • Fuel management, preparing of fuel and maintenance reports.
  • Provide on-time, standard monthly reports to the Operation Manager.

Common duties

  • Attend and participate in trainings identified/organized by the supervisor
  • Follow any new procedures and guidelines designated in circulars from CR/DF&O.
  • Perform other duties as may be assigned from time to time.

Job Details

Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Full Time/Permanent
Department:
Ops Officer
Job Location:
Gender:
No Preference
Minimum Education:
Bachelors
Degree Title:
MBA ( Management, Supply Chain)
Career Level:
Entry Level
Minimum Experience:
3 Years
Apply Before:
Feb 22, 2018
Posting Date:
Feb 14, 2018
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World Learning Pakistan

N.G.O./Social Services · 601-1000 employees - Islamabad

Welcome to World Learning, a nonprofit organization working to empower people and communities and to strengthen institutions around the world through education, sustainable development, and exchange programs. Our mission is to create the change necessary for a more equal, prosperous and peaceful ...Read More

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