Administrative Officer | Pathfinder International

 Administrative Officer

Pathfinder International

Posted date	2nd March, 2023	Last date to apply	12th March, 2023
Country	Pakistan	Locations	Karachi
Category	Administration

Pathfinder Overview

Pathfinder International is a global leader in sexual and reproductive health. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve.

Job Summary

Manages and coordinates administrative services functions to ensure efficient operations. Manages all administrative functions for Pathfinder International’s country office, including, but not limited to, facilities management and security, services and supplies procurement and vendor management, travel, domestic business, and charitable registration, all-staff meetings, and document management, event management, logistics, fleet management and the overall administration of office. Develops, reviews, distributes and maintains all administrative office procedures, including, but not limited to, travel, records retention, mail handling, fax receipt and distribution, facilities management, parking and office assignments

Key Job Outcomes:

Logistic Support

• Plans and supports all logistics for evaluation activities, training, capacity assessments, learning events, schedules, calendars, and other project activities.
• Ensures smooth operations of all activities by coordinating with drivers, translators, interpreters, venues, caterers, suppliers, and activity-specific logisticians.
• Mobilizes staff and consultants by arranging travel and lodging.

Written Communication

• Takes minutes at programmatic and strategic meetings. Contributes to development of meeting notes.
• Opens and distributes mail, forwards correspondence to appropriate staff for action.
• Prepares written and electronic including letters and announcements. Types and proofreads correspondence, reports, and other materials. Answers routine correspondence and composes complex correspondence as necessary

Event Management

• Works with country office staff to manage all country office events.
• Making hotel bookings for meeting hall/board rooms, accommodation of training and pathfinder staff, arranging their domestic air travel, fleet management.

Record Keeping

• Completes various forms, including purchase requisitions, shipping requests, requests for absence, travel expense reports, requests for payment, consultancy agreements and work orders.
• To undertake the function of stock taking and confirm the periodic stock on a regular basis by working closely with the admin manager

Research Report

• Provides research support to the management team in preparation for special meetings, presentations, and events. Collects material for and prepares special project papers.

Office Security Plan:

• Supports the execution of the office security plans in collaboration with the Admin Manager

Procurement:

• Support Senior Operations Manager with the preparation of RFQ and RFP, bids and proposal evaluation, preparing Purchase Order, support program team to raise PR and prepare GRN etc.

Project Management:

• Leads, manages or participates on cross-functional project teams.
• Support Admin Manager with the preparation of RFQ and RFP, bids and proposal evaluation, Purchase Order etc.

Education and Work Experience

• Bachelor’s degree in business administration or business management, logistics management, or equivalent; or a combination of education and experience that yields the minimally required competencies
• 3 to 5 years' work experience in a non-profit organization
• Advance knowledge of MS Office products, including MS Word, Excel, Outlook, and PowerPoint.
• Quick learner who can adopt new policies, procedures and online systems.

Minimally Required Job-Specific Competencies:

• Logistics Practices: Foundational knowledge of logistics standards and guidelines.
• Mail Distribution Procedures: Ability to distribute mail according to accepted practices and procedures.
• Record Keeping: Ability to complete forms and reports and file them according to accepted policy and procedures.
• Event Coordination: Ability to coordinate events and meetings.
• Research Methods: Foundational knowledge and ability to conduct research on assigned topics.
• Writing and Editing: Ability to create and edit correspondence, reports and other forms of documentation.
• Officer Administration: Supporting senior management and supervising administrative department activities for staff members.
• Coordinate office activities and operations to secure efficiency and compliance to company policies.

Minimally Required Organizational Competencies:

• Languages: Advanced writing and speaking skills using local language and English language
• Communication: Advanced oral and written communication skills. Foundational knowledge of report writing.
• Sexual and Reproductive Health and Rights: Foundational knowledge of family planning and reproductive health principles, practices, and services of assigned program
• Passion for Sexual and Reproductive Health: Demonstrated commitment to family planning, reproductive health services, gender, maternal, and child health services, and eradication of harmful traditional practices
• Influencing and Customer Service Skills: Advanced customer service skills.
• Organization, Planning and Multi-tasking: Foundational organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment, ability to meet commitments in a timely manner.
• Matrix Management: Ability to thrive in a matrixed organization.
• Confidentiality: Ability to maintain confidentiality on work-related matters.

Other Information:

1. Travel required (10% or less)
2. Uses cellular and office phone, laptops or desktop computer
3. This job description format focuses on the position’s main duties and is not intended to list every potential task or assignment.
4. Duties can and will change to meet the changing priorities of the department and organization.

Equal Employment Opportunity Employer Statement

Pathfinder International provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Safeguarding and Protection Statement

Pathfinder is committed to the safeguarding and protection of the people we serve and our staff. We have zero tolerance for any type of behavior that inflicts harm on children, young people, adults, our staff, and partners including sexual abuse, harassment, bullying, and exploitation. We do everything possible to ensure that we recruit only those who are suitable to work with us. We expect that everyone we hire will abide by our safeguarding and related policies and will report any suspected or known violations. This job is subject to a range of vetting checks as legally permitted in the country where they are being hired. By applying, the job applicant acknowledges they understand our intent to verify suitability to work with us.

 

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Application procedure / How to apply:

• Interested applicants are requested to include the contact details for at least 3 references in their resume.
• Kindly apply through below link:
• https://recruiting.ultipro.com/PAT1012PATH/OpportunityCreate?opportunityId=eea34533-f5ab-4fcf-9b74-ed1123ff54bb
• Please submit your application via this website no later than March 12, 2023.