Job Title Senior Admin Officer
Relevant Experience: For the post of Senior Admin Officer, a degree from university and 05 years of experience is considered necessary.Technical Competencies: Excellent budgeting skillsGood writing skillsSound Background on: Procurement ManagementLogistics & Warehouse ManagementVehicle ManagementBudgetPresentation SkillsGood Computer knowledge In MS Office, Outlook Express :Job Purpose:To assist the Manager Operations in running an effective operation systems and management of operations at Islamabad office.OPERATIONS SYSTEMS Senior Admin officer for the development & implementation of management and operations systems in Islamabad in compliance with ISO & CHS standards.Senior Admin Officer Keep close coordination with Locations manager/ focal OD team member of all locations for timely & effectively support for program activities.Maintain the Office Inventory system and Fix Assets of Islamabad and make sure office equipment are used efficiently and official purposes only.Responsible to make sure that the office equipments are used efficiently, and only for official purposes.Insure cost cutting measures and utilization of overall resources in the most effective and economic manner for Islamabad office.Upkeep Office building, Guest House & Gymnasium as per the standards and quality of organization.Ensure the office and guesthouse equipment’s are smoothly functional and maintained and serviced i.e. Air conditioners, Generator, PABX, photocopier and fire extinguisher.Ensure all air & vehicle travel arrangements booking of staff, donors, and visitors are done timely & efficientlyResponsible for waste management process, suggest and implement measures to ensure proper waste management system are in placeEnsure Contracts and service provider agreements are updated.Senior Admin Officer is expected to perform additional role of managing locations (Office) culture, work environment, safety and security updates, Office cordinations etc. COORDINATION AND COMMUNICATION Facilitate healthy interaction between Operations team and all support departments and programs.Being solution oriented and information sharing with all support departments and programs.Conduct staff meetings at ISLAMABAD office on monthly basis. OPERATIONS BUDGETS Allocation of budget and ensure budgets are timely consumed to avoid under and over spending.Make sure the sufficient funds are available all the times for smoothing running of operations running/routine expenses.Prepare annual budget forecast of ISLAMABAD office Running/Operational Expense. VEHICLE & LOGISTIC MANAGEMENT Ensure that duties are properly assigned to drivers.Ensure Vehicles are in good condition.Ensure repair and maintenance of vehicle along with all formats and records.Ensure that Vehicle Log books and Records and files are up to date.Management of Vehicle Fuelling and Posting.Liaison with Tracker Company for vehicle movement. PETTY CASH MANAGEMENT Analyse receipt for money spentBalancing the cashPosting the journal entries/ Expense sheetReplenishing the money MONITORING AND SUPERVISON OF OPS STAFF AT ISLAMABAD Ensure attendance record are updated and circulated on monthly basis.Ensure outgoing and incoming mails are proper recorded and distributed.Ensure front desk area and lobby are maintained.Allocate available resources to enable successful task performance Coordinate office staff activities to ensure maximum efficiencyCoach, mentor and discipline office staffMonitor and supervise office supplies, stationary, general items and kitchen inventoriesMaintain a safe and secure working environmentManage relationships with vendors, service providers, ensuring that all items are invoiced and paid on time SAFETY & SECURITY Effectively Implementation of Safety, Security and COVID-19 SOPsCo-ordination with Manager Safety & External Affairs.Coordinate with security department on Security drill for Office and Support staff (Quarterly)Check Security measures and their implementation according to Organizations' Policy & procedures.Ensure that security protocols are being followed by Staff and Support staff.Sending Security Alerts and updates to staff (WhatsApp, emails and briefing staff)Communication with Security guards.Ensure all security systems and installations are maintained and functional at all times. STAFF DEVELOPMENT Staff recruitment, management and development of operations staff Islamabad office such as:- Staff Hiring, RetrenchingDeveloping Staff Developments PlansPrepare Staff work plansConducting staff appraisal and evaluations Ensure operations team remains motivated & challengedTeam building of operations teamCoach Operations team and devise systems for speedy decision making, being solution oriented and information sharing with Program teams.Conduct Orientation for new staff, donors etc. OPERATION AUDIT Focal person for Audit of Operations and ensuring all audit queries and documents are addressed and updated. The duties listed above covers most of the task that would be performed by the Senior Admin Officer in this position; however, the Senior Admin officer can also be assigned any other Official task by HOSF/RD/DRD/ARD/Management as and when required.