1  Background

The Sindh People Housing for Flood Affectees is supporting the preparation of a Climate Resilient Settlement Development Plan for Village Haji Ibrahim, an informal waste-picker settlement located next to the Jam Chakro landfill in Karachi. SPHF will serve as the executing agency, while Catholic Relief Services will provide technical and implementation support, including support for recruitment and management of the project team. The planning process will combine household, spatial, infrastructure, environmental, climate, public-health, occupational-safety, livelihood and community evidence to develop practical options for in-situ settlement upgrading, with partial re-blocking considered only where technically necessary and socially acceptable. The Admin Officer will provide the administrative, logistical, recruitment, procurement-support, financial-documentation and records-management services required for timely fieldwork, technical coordination, consultations and project close-out.

2  Scope of Work

• Provide day-to-day administrative and logistical support.
• Maintain complete electronic and hard-copy files for staffing, attendance, timesheets, procurement support, payments, correspondence, meetings, assets and approved project records.
• Support staff onboarding, collection of required documents, attendance and leave records, timesheets and coordination with Human Resources.
• Arrange authorized field movements, vehicles, meetings, printing, communications, office supplies, refreshments and other logistics for surveys, consultations and validation workshops.
• Maintain field schedules and coordinate with technical staff, social mobilizers, enumerators, drivers, vendors and focal persons.
• Support procurement documentation in accordance with approved procedures, including requests, quotations, comparative documentation, purchase-order follow-up and delivery verification.
• Prepare and track payment-supporting documents, advances, liquidations, reimbursements, petty-cash records and vendor invoices and coordinate submission to Finance.
• Maintain trackers of approved costs, commitments, payments and outstanding liabilities and flag missing documents, delays or potential variances.
• Maintain asset and inventory registers and issuance, return and handover records for project equipment, survey devices, supplies and visibility materials.
• Support government and community meetings through invitations, attendance records, venue readiness, materials and follow-up tracking.
• Maintain contact lists, appointment schedules and administrative correspondence with project staff, government offices, community representatives and vendors.
• Handle personnel, vendor, financial and project information confidentially and apply data-protection, safeguarding, code-of-conduct and records-retention requirements.
• Support field-safety and security procedures by maintaining movement information, emergency contacts and required administrative documentation.
• Support project close-out through record reconciliation, asset return or transfer, vendor closure, identification of outstanding payments and archiving.

3  Expected Outputs and Indicative Timeline

Note: These outputs are indicative work milestones for supervision and performance monitoring. They are not separately priced deliverables and do not determine monthly payment.

4  Reporting and Performance Management

• This is a fixed-term staff position reporting to the Project Manager or another authorized supervisor designated in the staffing contract.
• As an SPHF-designated position, the Admin Officer will act as the principal interface between CRS and SPHF, working closely with CRS Operations functions (Human Resources, Finance, Supply Chain, and Security) as well as Project teams to ensure smooth coordination, compliance, and implementation support across both organizations.
• The expected outputs and milestones in this TOR will be used for work planning and performance monitoring and are not separately priced or payment-linked consultancy deliverables.
• The authorized supervisor will hold final authority for approving attendance, timesheets and the monthly performance certification required for payment.
• The project will provide or facilitate access to the project data, approved hardware, licensed software and other work tools reasonably required for the position, subject to availability, licensing conditions and the approved project budget. Project assets must be used, protected and returned in accordance with applicable procedures.
• Official transportation for authorized field visits to Jam Chakro, site-access coordination and reasonable security arrangements will be organized or approved by the project in accordance with SPHF procedures.
• Pre-approved official field expenses will be reimbursed in accordance with applicable travel and expense procedures and against the required supporting documents. Personal or unapproved expenses will not be reimbursed.
• The staff member must promptly report unsafe conditions, incidents, near misses, equipment loss, data breaches and access or security concerns through the approved reporting channels.

5  Logistics Equipment Safety and Field Expenses

6  Payment Modality

This position will be paid on a fixed monthly basis under the applicable staffing contract, subject to verified attendance or timesheets and satisfactory performance. Payment will not be calculated or released against individual deliverables. Applicable taxes and statutory deductions will be handled in accordance with the contract and relevant procedures. Any approved official field expenses will be reimbursed separately in accordance with policy.

7  Contract Period and Work Arrangement

The position will be for 3 months from the date of joining. The staff member will work full-time in accordance with the approved work plan, combining office-based work in Karachi/Clifton with authorized field visits to Jam Chakro. Work schedules and field deployment may be adjusted by the authorized supervisor to respond to project sequencing, security, site access and coordination requirements.

8  Skills and Qualifications Required

• Bachelor's degree in Business Administration, Public Administration, Commerce, Finance, Management or another relevant discipline.
• At least three years of relevant experience in project administration, logistics, procurement support, finance support or office operations.
• Experience supporting donor-funded, government-supported, humanitarian or development projects will be preferred.
• Practical understanding of procurement documentation, vendor coordination, travel and field logistics, workshops, inventory management and records control.
• Ability to prepare and review basic administrative and financial documentation, including invoices, advances, liquidations, payment packages and expenditure trackers.
• Proficiency in Microsoft Word, Excel, email and electronic filing systems.
• Strong organization, attention to detail, time management and ability to manage multiple tasks within short deadlines.
• Fluency in Urdu is required. Proficiency in Sindhi and other locally spoken languages will be an advantage.
• Working ability in English is required for correspondence and project records.
• Demonstrated integrity, discretion and commitment to confidentiality, safeguarding, accountability and professional conduct.
• Knowledge of Karachi's local context, vendors and service providers and willingness to undertake regular visits to Jam Chakro will be an advantage.