Administrative Officer
USAID-PRP-Balochistan
Total years of experience :15 years, 3 Months
• Develop the necessary administrative procedures, forms and reporting required facilitating effective and efficient administrative support services and oversight and ensure these are systematically reviewed and updated on a timely basis;
• Design, implement and maintain a system for centralized contact list; including partners, project related government and external stakeholders; and Act as focal point for government liaison on visa work permit, complete documentation required for NOC and other related government requirements;
• Develop logistics along with support plans, budget requirements plus deployment timelines for new/Current operations and logistics contingency plans till liquidation and downsizing.
• Design and develop standard operating methods to manage logistics operations efficiently and ensure accountable, timely and cost-effective release of peacekeeping cargos along with personnel.
• Ensure all supervised staff members are trained receive timely orientation and administrative procedures and all staff receive timely updates and training as required on any new procedures and Assist department management and staff in the implementation of administrative systems and procedures in their respective departments;
• Coordinate and present logistics support to ongoing land, air, rail and river operations and ensure logistics requirements take gender-specific needs into consideration.
• Coordinate logistics activities related to procurement, funding, substantive units and humanitarian affairs and develop and execute logistics support policy, processes and methodologies to general benefit of all mission units.
• Develop reports on material and personnel movements and various operational logistics problems.
• Proactively work with the other operations department to ensure efficient and complaint administrative activities, including identifying and addressing duplication of efforts or reporting;
• Establish system for the management of office supplies and consumable; ensure office staff know how and when to requisition supplies for general office use, including ensuring general supplies are not allocated to program workshop, trainings etc;
• Manage hotel booking as required for visiting staff, constants etc. including ensuring prior approval by an authorized supervisor and recording of accounting expense codes; and any other task assigned by the Coordinator, Head of Office and CEO.
• Procurement budgeting and practical Procurement including market survey and quotations collection, comparative statements preparation with approval, proper purchase of item by issuing purchase order, receiving of purchased goods, billing process, and follow up of Cheques and delivery of Cheques.
• Looking at all administrative activities and reports to administration head on daily basis.
• Maintaining administration section procedure file as per ISO standard for ISO audit on quarterly basis.
• Vendor’s Biding/Selection plus vendors/stakeholders record keeping electronically and manually.
• Maintaining assets/Inventory management system on weekly basis.
• Developing administration section progress on weekly and monthly basis.
• Repair and maintenance of building, vehicle and equipment.
• Facilitation for Training Activities in Boarding- Lodging, Training material- Stationery etc.
• Building construction related Administration & procurement;
• Preparation of Annual / Project Procurement Budgeting;
• Arrangement of meetings & official events;
• Any task assigned by Supervisor or CEO-IRM;
I have Studies and completed all the Courses of Business Administration and my Major Subject is Human Resource Management.