Job Code and Title:

Program Support Assistant - Short Term Employment

Business Unit

Operations

Country(s) Supporting

Peshawar - Pakistan

Pathfinder Overview

Pathfinder International is a global leader in sexual and reproductive health. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, ensure the availability of safe abortion services and post-abortion care, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve.

Job Summary

Under the Qadam Ba Qadam Project, this position will be based in MCH/RH DoH Khyber Pakhtunkhwa and primarily responsible for assisting the MCH/RH Section in day-to-day admin related matters. Manages and coordinates administrative services functions to ensure efficient operations in compliance with Government regulations and processes. Manages all administrative functions for MCH/RH DoH KP, including, but not limited to, facilities management, services and supplies procurement and vendor management, travel, domestic business, all- staff meetings, and document management. Develops, reviews, distributes, and maintains all administrative office procedures, including, but not limited to, travel, records retention, mail handling, fax receipt and distribution,

facilities management, parking and office assignments.

Key Performance Areas

Major Activities / Responsibilities

Procurement Support

• Ensure all procurement processes and regulations are followed in accordance with Department requirements
• Ensure documentation of all procurement processes and filing accordingly for MCH/RH.

20%

Administrative Support

• Support MCH/RH and Team with the preparation of RFQ and RFP, PC-1, Procurement plans, bids and proposal evaluation, purchase Order etc.
• Support MCH/RH department in identification of vendors and required resources.

10%

Logistics

• Plans and supports all logistics for evaluation activities, training, capacity assessments, learning events, schedules and calendars and other departmental activities. Ensures smooth operations of all activities by coordinating with drivers, translators, interpreters, venues, caterers, suppliers, activity- specific logisticians. Mobilizes staff and partners by arranging travel and lodging.

30%

Event Management

• Works with MCH/RH department DGHS to manage all provincial events.
• Maintains records of all events for budgetary and financial documentation purposes

20%

Record Keeping

• Completes various forms, including purchase requisitions, shipping requests, requests for absence, travel expense reports, requests for payment, and work orders.
• To undertake the function of stock taking and confirm the

20%

periodic stock on a regular basis by working closely with the MCH/RH.

Education and Work Experience:

• Bachelor’s degree business, logistics management, or equivalent; or a combination of education and

experience that yields the minimally required competencies

• 3 to 5 years' work experience in a non-profit organization
• Experience of Government Administrative Practices and Procedures.
• Foundational knowledge of MS Office products, including MS Word, Excel, Outlook, and PowerPoint.

Competencies/Attributes:

Minimally Required Job-Specific Competencies:

• Logistics Practices: Foundational knowledge of logistics standards and guidelines.
• Mail Distribution Procedures: Ability to distribute mail according to accepted practices and procedures.
• Record Keeping: Ability to complete forms and reports and file them according to accepted policy and procedures.
• Event Coordination: Ability to coordinate events and meetings.
• Writing and Editing: Ability to create and edit correspondence, reports and other forms of documentation.
• Office Administration: Supporting MCH/RH section in administrative activities.
• Coordinate office activities and operations to secure efficiency and compliance to Government policies.

Minimally Required Organizational Competencies:

• Languages: Advanced writing and speaking skills using local language and English language
• Communication: Advanced oral and written communication skills. Foundational knowledge of report writing.
• Sexual and Reproductive Health and Rights: Foundational knowledge of family planning and reproductive health principles, practices and services of assigned program
• Passion for Sexual and Reproductive Health: Demonstrated commitment to family planning, reproductive health services, gender, maternal, child health services, and eradication of harmful traditional practices
• Influencing and Customer Service Skills: Advanced customer service skills.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment.
• Confidentiality: Ability to maintain confidentiality on work related matters.

Other Information:

• Travel required (10% or less)
• This job description format focuses on the main duties of the position and is not intended to list every potential tasks and assignment
• Kindly apply before the dead line September 8, 2024.
• Duties can and will change to meet the changing priorities of the department and organization
• Uses cellular and desk phone; laptop or desktop computer