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 and direction of the Administration Manager the Administration Officers are responsible for supporting the delivery of efficient and effective administrative support to the IRC PRP office in Islamabad which houses the Central Project Team and the ICT Provincial Field Office.
Under the supervision and direction of the Administration Manager the Administration Officers are responsible for supporting the delivery of efficient and effective administrative support to the IRC PRP office in Islamabad which houses the Central Project Team and the ICT Provincial Field Office.
RESPONSIBILITIES
Specific responsibilities will be assigned to each member of the administration unit covering the functions below.
Specific responsibilities will be assigned to each member of the administration unit covering the functions below.
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
- Preparation of documents required for international staff and visitor visas, work permits, NOCs, and other related government requirements related to administration.
- Assist department management and staff in the implementation of administrative systems and procedures in their respective departments.
Facilities Management & Supplies
- Receive, log and follow-up on requests from staff for space, accommodation and supplies
- Routinely inspect offices, guest houses and permanent staff residences to identify any needed repairs and/or supplies.
- Maintain inventory records for office supplies and promptly advise Manager of 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, new furniture or equipment
- Maintain the schedule for occupancy of the IRC guesthouse, ensure guest house is ready and appropriately stocked for incoming visitors
- Maintain the lists of approved hotels and rental meeting space available in ISL
- Ensue timely filing of paperwork and supporting documents in administration files
- Oversee and support Cleaners, Kitchen and Mess activities; ensuring timely restocking of needed supplies .
- Fill-in for Receptionist during breaks and/or time off as scheduled
- Assist Administration 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
Visitors
- Manage hotel bookings as required for visiting staff, consultants etc , including ensuring prior approval by an authorized supervisor and recording of accounting expense codes
- Arrange for all arrival and departure, pick up and drop off from and to airport and submit timely transport requests to Supply Chain.
- 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.
Others:
- Issue IRC IDs and business cards in accordance with policy
- Record details of all IRC inter office mail pouches and international skypack delivery and ensure timely distribution to recipients
- Update list of in-country holidays on yearly basis.
- Perform all other ad-hoc duties, as and when assigned by supervisor.
- Maintain clear trail of written communication (email and other).*
- Maintain excellent communication with the all IRC staff and all departments within the IRC offices. *
- Maintain positive relationships with all IRC vendors and partners
- Ensure effective utilization of paper (green office – recycle and avoid unnecessary duplication).
REQUIREMENTS
- At least 3 years experience in similar position, preferably with an INGO, or multi-sector humanitarian relief or development projects.
- Proven experience of 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.
