Job Description:          Admin & Logistics Officer

Position Title:             Admin & Logistics Officer
Location:                   Project Office – Flood Affected Areas
Reports to:                Project Coordinator / Admin & Logistics Officer (Islamabad Office)
Contract Type:           Contractual Project-based, Full-time

Duration:                     2-3 months

Job Purpose:

The Admin & Logistics Officer will support the smooth functioning of the project office by providing administrative, logistical, and operational support for the flood emergency response. The role ensures effective management of day-to-day office operations, logistics, procurement, and documentation in line with organizational policies and donor requirements.

Key Responsibilities:

Administrative Support

• Maintain project office files, correspondence, and records in an organized and confidential manner.
• Support HR processes at the field level (e.g., keeping attendance records, staff timesheets, and leave requests).
• Ensure proper management of office supplies, utilities, and stationery.
• Assist in organizing meetings, workshops, and field visits.

Logistics & Procurement

• Support procurement of goods and services at the field level in compliance with organizational and donor procedures.
• Maintain updated records of purchase requests, quotations, purchase orders, and delivery notes.
• Ensure proper storage, handling, and distribution of supplies, relief items, and NFIs in the field.
• Maintain asset and inventory registers and regularly update stock reports.
• Arrange transportation and travel logistics for staff, visitors, and material movement.

Fleet & Transport Management

• Ensure proper use and maintenance of project vehicles, including logbooks, fuel records, and servicing schedules.
• Coordinate transport arrangements for staff movements and field activities.

Coordination & Reporting

• Support the Project Coordinator in coordinating with suppliers, service providers, and local authorities for admin and logistics matters.
• Prepare and submit weekly/monthly admin and logistics reports to the Islamabad office.
• Ensure all admin and logistics activities comply with FAID and donor policies, as well as security and safety protocols.

Safeguarding Responsibilities

• Ensure that all organizational people, operations, and programs prevent harm, abuse, or exploitation of anyone who comes into contact with FAID’s work.
• Promptly report any safeguarding concerns, incidents, or suspicions through the organization’s internal reporting mechanisms.
• Comply with all safeguarding policies, frameworks, and practices at all times.
• Complete all mandatory safeguarding training and comply with HR vetting and recruitment procedures.
• Receive and appropriately escalate internal and external safeguarding reports, supporting Directors in managing safeguarding investigations.
• Undertake safeguarding investigations when assigned, ensuring confidentiality and fairness.
• Support external reporting requirements, including submissions to the Charity Commission and providing relevant information to donor Account Managers.
• Lead on the development, implementation, and delivery of safeguarding policies, practices, and training for staff and partners.

Key Working Relationships:

Internal

• Project Coordinator – daily reporting and activity coordination.
• Admin & Logistics Officer (Islamabad Office) – technical supervision, compliance, and reporting.
• Finance Officer – procurement payments, expense reconciliation, and record-keeping.
• Field team members – logistical support for project activities.

External

• Local suppliers and service providers – procurement, contracts, and logistics support.
• Local authorities (district administration, DDMA, etc.) – administrative coordination and compliance.
• Transport providers and contractors – travel, vehicle hire, and goods delivery.

Qualifications & Experience:

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum 2 years of relevant experience in administration and logistics, preferably in NGO/humanitarian projects.
• Familiarity with procurement and logistics procedures in emergency response preferred.
• Strong organizational, communication, and problem-solving skills.
• Ability to work under pressure in challenging environments.
• Proficiency in MS Office (Word, Excel, Outlook).
• Local language skills and knowledge of the flood-affected areas will be an advantage.

Core Competencies:

• Strong integrity and commitment to humanitarian principles.
• Team player with the ability to work independently.
• Attention to detail and accuracy.
• Flexibility and adaptability in a dynamic field environment.
• Respect for diversity and inclusion.

FAID is an equal opportunity employer. We strongly encourage applications from qualified candidates regardless of age, gender, disability, or background.

Note: Interviews will be conducted on a rolling basis.