Pathfinder International
Administrative Assistant
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Posted date 29th September, 2022 Last date to apply 9th October, 2022
Country Pakistan Locations Karachi
Category Administration
Status Closed

Administrative Assistant

Karachi Based

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, 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 USAID Building Healthy Families Activity, this position will be based in Sindh and primarily responsible for financial management and coordination for Sindh activities. Manages and coordinates administrative services functions to ensure efficient operations in compliance with USAID regulations and processes. Manages all administrative functions for Pathfinder International’s country office, including, but not limited to, facilities management and security, 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 Job Outcomes:

Procurement Support

  • Ensure all procurement processes and regulations are followed in accordance with donor requirements
  • Ensure documentation of all procurement processes and filing accordingly

Administrative Support

  • Support Admin Manager with the preparation of RFQ and RFP, bids and proposal evaluation, purchase Order etc.
  • Support management in identification of vendors and required resources at project districts and Provincial office.        

Logistics

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

Event Management

  • Works with Sindh office staff to manage all Sindh events.
  • Maintains records of all events for budgetary and financial documentation purposes

Record Keeping

  • Completes various forms, including: purchase requisitions, shipping requests, requests for absence, travel expense reports, requests for payment, consultancy agreements and work orders.
  • To undertake the function of stock taking and confirm the periodic stock on a regular basis by working closely with the admin manager
  • Office Security Plan
  • Supports the execution of the established office security plans

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
  • Foundational knowledge of MS Office products, including MS Word, Excel, Outlook, and PowerPoint.

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.
  • Research Methods: Foundational knowledge and ability to conduct research on assigned topics.
  • Writing and Editing: Ability to create and edit correspondence, reports and other forms of documentation.
  • Officer Administration: Supporting senior management and supervising administrative department activities for staff members.
  • Coordinate office activities and operations to secure efficiency and compliance to company 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.
  • Matrix Management: Ability to thrive in a matrixed organization.
  • Confidentiality: Ability to maintain confidentiality on work related matters.

Other Information:

  1. Travel required (10% or less)
  2. Uses cellular and office phone, laptop or desktop computer
  3. This job description format focuses on the main duties of the position and is not intended to list every potential task or assignment.
  4. Duties can and will change to meet the changing priorities of the department and organization.

Equal Employment Opportunity Employer Statement

Pathfinder International provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Safeguarding and Protection Statement

Pathfinder is committed to the safeguarding and protection of the people we serve and our staff. We have zero tolerance for any type of behavior that inflicts harm on children, young people, adults, our staff, and partners including sexual abuse, harassment, bullying, and exploitation. We do everything possible to ensure that we recruit only those who are suitable to work with us. We expect that everyone we hire will abide by our safeguarding and related policies and will report any suspected or known violations. This job is subject to a range of vetting checks as legally permitted in the country where they are being hired. By applying, the job applicant acknowledges they understand our intent to verify suitability to work with us.

 

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