Job Title: Administration Officer

Department: Operations

Location: Islamabad

Overtime Eligible: NA

Program Background Summary: 

The USAID-funded Pakistan Reading Project (PRP), implemented by the International Rescue Committee and its partners, Creative Associates International, World Learning, and Institute of Rural Management, is working with the objective to support the provincial and regional departments of education throughout Pakistan to improve the reading skills of children in grades one and two. The project aims to achieve this goal through three distinct but interrelated components that work in synergy to affect the quality of early grade education: improved classroom learning environment for reading, improved policies and systems for reading, and community based support for reading in Pakistan.

Logistics Duties

• Management of the fleet.
• Ensure proper use of PRP vehicles, maintain logs sheets for finance for audit purposes and recommend modifications as needed.
• Fuel management including preparing of fuel and maintenance reports.
• Preparation and review all Purchase Requests (PRs) and invoices for approvals and in line with IRC P&P.

Facilities Management & Supplies

• Maintain inventory records for office supplies and promptly advise Supply Chain of restocking needs.
• Ensure timely filing of paperwork and supporting documents in administration files.
• Supervise support staff work including preparation of duty roster and time sheets submission
• As assigned, work with other staff and provide assistance in organizing trainings/events, this includes venue selection, hotel, air ticket bookings, arranging transportations and accommodation arrangement etc.

Islamabad Field Office (IFO) related responsibilities:

a.       Supporting all aspects of day to day operations in assigned districts of Khyber Pakhtunkhwa managed by IFO.

b.      Prepare monthly advance reconciliations for field offices and share it with respective District Manager by 25th of every month.

c.       Preparing Monthly cash/funds forecast for district offices

d.      Conduct a time sheet review for field office from time to time.

e.      Preparing cost share reports for field offices on monthly basis.

f.        Preparing / processing telex payment transfer of district offices on regular basis.

g.       Preparing /processing advances of district offices and liquidation related to event and office operation on regular basis.

h.      Preparing /processing approvals related to different events EMRs, PRs with relevant stakeholders.

i.         Processing medical claims of district office staff with HR team and follow up.

 Job Requirements: The requirements should establish a baseline (minimum) for educational background, previous work experience, professional knowledge or certification, specific skills and strengths and any other skill necessary to perform the essential functions of the job. 

Education:

Bachelor degree (B.Com/BBA preferred)

• Work Experience:

                Have at least 03 year of experience in accounting, finance and administration;

Computer literate with significant experience in MS Office excel, accounting package knowledge (SUN system) will be an added advantage.

• Language Skills:

Strong communication skills, both verbal and written, in Urdu and English (Knowledge of local languages will be an additional asset)

Working Environment:

Willing to travel across province/region and to remote areas