Building Resilience to Disasters and Climate Change (BRDCC)
Job Title: Admin Assistant
Working station: TRDP Office, Dadu.
Reporting to: Project Coordinator
Ensure efficient, effective, responsive, transparent, and accountable provision of administrative and logistic services to support the implementation of programme activities
Maintain inventory database for assets and office supplies, conduct periodic inventory checks and will submit inventory reconciliation.
Oversee management of the daily pool of the drivers and vehicles to guide them on their duties i.e. ensuring timely services, re-fueling, recording log-books, and maintenance of vehicles, review on a monthly basis the driver’s log book and track fuel consumption co-relates with mileage, maintenance and movement of vehicles. Inform immediate Field team and Programme Manager on policy violation and / or any major issue arise regarding vehicle management.
Ensure proper conduct of drivers by arranging briefing session for the drivers on safe driving, proper maintenance of vehicles, punctuality of time and duty and security precautions
Makes travel arrangements for staff and arrange accommodation on need/request basis.
Ensure a clean and healthy environment by ensuring proper maintenance of office premises and manage office supplies pertaining to tea / refreshment etc in an effective and efficient manner.
Maintain a proper/efficient filing system (letters, requests, e-mails, official documents etc) to ensure smooth running of the operations and maintain a repository of all logistics and administrative documents.
Maintain attendance sheet and an updated list of staff with contact numbers and emails in the office, monitor leaves & attendance; ensure effective record keeping of monthly attendance and leave record.
Arrange payment of utility bills and maintain track record of all these payments.
Carryout local procurement (for programme and office supplies) through procurement policy and process with proper documentation. For this purpose, a prior approval will be acquiring from Programme Manager before purchasing any single item.
Maintain Goods Receiving Notes (GRN) against received material/supplies/medicine by venders/suppliers as per purchase/work order
To maintain and check the quality& quantity of materials/supply by venders as per approved samples and quality at site or may be at warehouse.
Maintain local supplier’s details and conduct regular market surveys and update the list.
Maintain good working relationship with the staff members, suppliers, government departments and communities etc
Facilitate organizing events such as review meetings, workshops and made proper attention and arrangements at the time cash transfer at site.
Perform other work-related duties and responsibilities as may be assigned by the Field team / Programme Manager
Knowledge, skills & behavior
Good written and verbal communication.
Good resource and time management skills.
Computer literate, knowledge of MS Word, Excel, Power point, MIS, required.
Willingness to travel frequently.
Mandatory (Qualification and Experience)
Bachelor/Master’s degree or equivalent degree from the HEC recognized National and International Universities.
At least 02 years’ experience of working in admin position with the reputed National, international organizations.
Preference will be given to candidates of District Dadu