Position Purpose:

The Director Operations (DO) is a senior leadership role responsible for providing strategic leadership and overall management of the organization's administrative, security and procurement operations and maintains close coordination with the Technical/ Facility Management Firm.

The position maintains close coordination with designated U.S. Embassy Points of Contact (POCs) on all administrative and security matters related to official events held at USEFP premises. This position has important senior-level contacts with all long-term vendors and business representatives and will be primary USEFP contact with CDA and Government of Pakistan officers.

The position ensures the efficient delivery of administration, facilities management, procurement, logistics, fleet management, safety and security, and business continuity. The DO ensures the organization maintains a safe and secure working environment, sound administrative and procurement governance, and the operational agility required to deliver its mandate in a dynamic operating environment.

This is also a relationship-building role: the maintenance of trusted partnerships with Embassy, business and municipal government officials is critical to USEFP’s success.

Key Duties and Responsibilities:

Strategic Leadership:

• Serve as an active member of the Senior Management Team (SMT), contributing to overall strategic planning, risk management, and operational decision-making for the office.
• Provide strategic advice to the Executive Director and Senior Management Team on a range of administrative, security, procurement and operational matters.
• Develop and implement administrative, procurement and security strategies, department priorities, workplans, departmental budget, policies, systems and procedures that support organizational goals.
• Lead continuous improvement initiatives to enhance efficiency and effectiveness of USEFP office administration and procurement operations.
• Represent operational priorities in country strategic planning.
• Foster a customer-focused and collaborative service culture across the organization.

Safety, Security & Risk Management:

• Supervise SSO in the development, regular review, and implementation of the organization’s Security Management Plans, Standard Operating Procedures, and contingency plans.
• Oversee SSO in the management of security, risk assessments, crisis management and access control.

Administration, Logistics, Procurement and Operations:

• Establish and maintain administrative policies, systems, and SOPs in line with organizational requirements.
• Oversee daily operations and efficient management & upkeep of USEFP offices, Fulbright Suites, and ED residence, including lease agreements, maintenance and utilities.
• Lead routine maintenance, inspections, and repairs with vendors and service providers.
• Direct regular building inspections and lead site incident investigations.
• Support space planning, office moves, and workplace improvement initiatives.
• Ensure compliance with local laws, regulatory requirements and safety regulations.
• Manage vendors, contractors, and service providers to ensure quality and compliance.
• Oversee end to end procurement operation
• Provide strategic oversight of logistics, transportation, and fleet operations.
• Ensure timely and compliant processing of work permits, registration renewals, and other legal/administrative matters with CDA and local authorities.
• Oversee asset and inventory management (auction, disposal, procurement) for the office equipment, fixture and furniture.

Staff Management and Capacity Building:

• Directly line-manage, coach, and mentor the Administration and Security team, setting clear objectives and conducting regular performance reviews.
• Promote a positive, inclusive, and accountable team culture consistent with the organization's values.
• Identify staffing needs and participate in recruitment, onboarding, and succession planning for administration and security roles.

Financial Management and Governance:

• Develop and manage the Administration and Security Budgets, monitor expenditure against plans, identify opportunities for operational efficiencies while ensuring cost-effective use of resources.
• Contribute administration and security cost inputs to new proposals, ensuring adequate resourcing of new initiatives.
• Establish and strengthen internal controls relating to administration, asset, procurement and security.
• Identify operational risks and implement appropriate mitigation measures.
• Oversee adequate insurance coverage for USEFP assets, premises, and official vehicles.
• Support internal and external audits for the department, ensuring follow-up on recommendations.

Representation, Coordination & Partnership:

• Foster effective collaboration with internal departments and external stakeholders.
• Serve as a primary POC for all facility-related issues; coordinate timely resolutions to minimize disruptions.
• Represent the organization and serve as the primary liaison with designated U.S. Embassy representatives.
• Liaise with local authorities on administrative and security matters.

Person Specification:

Education & Qualifications

• Master's degree in Business Administration, Public Administration, Human Resource Management or a related discipline. Bachelor's degree with extensive relevant experience may be considered.
• Professional certifications in project management or facilities/operations management is desirable.

Experience

• Minimum of ten (10) years of progressively responsible experience in administration, operations, facilities management, procurement and logistics, including at least 3 years in a senior management role with a reputable international organization, diplomatic mission, development organization, multinational corporation or similar.
• Proven experience developing and implementing administrative, procurement and security systems.
• Demonstrated experience leading and developing diverse teams.
• Experience managing budgets and compliance.
• Proven experience of coordination with local administration departments.

Knowledge, Skills & Competencies (Essential)

• Strong leadership skills.
• Excellent strategic planning and organizational abilities.
• Sound knowledge of procurement, facilities, logistics, procurement and contract management.
• Sound financial and budget management skills.
• Strong analytical, problem-solving, and decision-making skills.
• Excellent communication (both verbal and written) skill.
• High level of integrity, professionalism, and sound ethical judgment.
• Proficiency in Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook, and Teams).
• Demonstrated ability to effectively use technology to manage operations, reporting, budgeting and procurement.

Language (Essential)

• Fluency in spoken and written English, equivalent to CEFR Level C1 (Advanced) or higher, is required.

Other Requirements

• Willingness and ability to travel to other offices.
• Willingness to be on-call and to respond to operational emergencies outside standard working hours.
• Availability for occasional late evening official events.
• Satisfactory background, reference, and police/criminal record checks.

Working Hours

• 40 hours per five-day workweek (Monday–Friday). Flexibility to work on weekends or during late evening events, as required, is expected.

Security Clearance

• Subject to satisfactory professional references and background checks

Disclaimer:
This job description is intended to provide a general overview of the position. It is not an exhaustive list of duties, and the post-holder may be required to undertake other tasks within the scope and overall purpose of the position as per the organization’s evolving priorities.