The IRC has been working in Pakistan since 1980. The IRC is leading a Pakistan Reading Project PRP to improve the quality of reading in public and private schools, supporting at least 2.5 million additional primary school students to read at a level commensurate with standards at their grade level. This goal will be supported by the mutually-reinforcing components of teacher education and professional development (PD), systems reform, and civil society engagement.
SCOPE OF WORK
Under the supervision of the Senior Operations Coordinator, the Administration Manager is responsible in ensuring the efficient and effective management of Administrative services of IRC PRP offices. He/she will also be the focal person for all administration related matters. He/she will supervise and provide the technical support to all admin staff.
RESPONSIBILITIES
General Administration Responsibilities:
- Assist the heads of office in the implementation of administrative systems and procedures in their respective offices.
- Update/design office and staff administrative procedure necessary;
- Ensure that all leased properties conform to health and safety standards;
- Act a focal point for Government liaison on visa, work permit, agency registration, and other related government requirements related to administration.
- Coordinate IRC Connect implementation (orientation of new national and international staff) in coordination with the HR, Security, IT and Supply Chain.
Facilities Management
- Ensure an effective and efficient facilities management including fully equipped, fully operational and highly maintained facilities, including office building, premises and guest houses.
- Ensure IRC facilities are managed according to IRC Standard Operating Procedures, including offices, guest houses and permanent staff residences.
- Provide all the technical support required for the facilities staff and the function of IRC reception area, including receptionist, visitors lounge, visitor tags and exchange system.
- Responsible for contract management for properties and service agreements with landlords, including, payments, renewal, and prober tracking for rent and security deposits in coordination with Finance and Procurement department.
- Ensure adequacy and allocation of space requirements that is appropriate for office and staff housing facilities, as needed and requested.
- Manage the IRC guesthouses, its lease agreements, national staff and allocation of housing for international staff.
- Responsible for the management of the IRC mail pouch and skypack delivery and distribution to recipients and keep good tracking for it and identify a carrier service firm.
- Establish filing system/location for program and office files and manage the archives record storage according to the donors and host government regulations.
Facilities Supplies
- Management of office supplies and consumables; track, control and monitor trend of consumption, timely replenishment and regular reporting.
- Ensure IRC facilities are equipped with fire fighting equipments and first-aid kits, and are replaced and updated before their expiry dates.
- Ensure all IRC guest houses are supplied on time with all basic needs according to the country program policy for housing.
- Manage and control the payment of utility bills for all IRC facilities and keep tracking for all locations and payment costs and dates.
Budget & Finance
- Participate and get involved in operational budgets review for the country administrative cost to ensure all different admin activities are catered for.
- Keep track for administration budgets and commitments in coordination with procurement and finance departments.
Security
- Maintain up to date staff contact list.
- Manage the issuance of IRC IDs, business cards and determined in who is illegible for business cards
Others:
- Identify local legal counselor and contract her/him.
- Manage IRC general staff meetings.
- Maintain the list of in-country holidays.
- Manage all facilities staff, such as cleaners, guards, cooks and maintenance staff.
- Arrange for all arrival and departure, pick up and drop off from and to airport and submit timely transport requests to Supply Chain.
REQUIREMENTS
- At least 3 years experience of multi-sector humanitarian relief or development projects in Asia or similar context preferably in a managerial position.
- Proven experience of personnel management, administration and experience of large operations.
- NGO experience and knowledge of donor requirements.
- Excellent written and verbal communication skills, strong interpersonal skills.
- Willingness to travel in very remote and war affected areas under adverse conditions.
- Ability to work under pressure, long work hours, and heavy workload.
- Ability to independently organize work and prioritize tasks.
- Self-motivated, honest, highly responsible, and punctual.
- Ability to work both; independently and as part of a team.
