Job Description for Administration & Logistics manager-Schools

Construction and Rehabilitation Program in KPK and Punjab

Job Objectives:
This position will support operations by supervising staff; planning, logistics, organizing, budget
forecasting procurements and implementing administrative systems.

Duty Station: Lahore, Pakistan
Reports To: Senior Manager Administration & Logistics

Key Tasks and Duties:
Responsible for maintenance, administrative and logistic requirements of the provincial
office.
Ensure a safe and secure work environment, developing personal growth opportunities.
Monitoring and appraising job results, coaching, counseling and disciplining employees,
initiating, coordinating and enforcing systems, policies and procedures.
Approves/ provides supplies by identifying needs for office and kitchen, establishing
policies, procedures and work schedules.
Carry out procurements that are allowed as per the policy for provisional office after
approvals. Follow systems by identifying needs, collecting of quotes and carry out
evaluation for the same before submission of approvals.
Coordinating information and requirements, planning, arranging and meeting schedules,
monitoring results.
Manages filling systems in the office and recording keeping.
Achieves financial objectives by anticipating requirements, submitting information for
budget preparation, scheduling expenditures, monitoring costs, and analyzing vacancies.
Maintains continuity among head office, provisional office and local work teams by
documenting and communicating actions, irregularities and continuing needs.
Arrange and coordinate all travel needs for office staff.
Responsible for inventory of expendable and non-expendable equipment and supplies.
Supervise administrative and logistics staff in provisional office.
Provide oversight on administrative and logistics staff of district offices.
Responsible for upkeep and repairs/maintenance of provisional office.
Coordinate with security staff for staff / consultants travel.
Keep close eyes on cleanliness and maintenance of office.
Monitors the performance of administrative staff.
Oversees facilities and office management functions and directly manages administrative
support team with such tasks and reception, secretarial functions and conference
facilities.
Oversees procurement and maintains inventory of project equipment and supplies,
including leasing with vendors and maintenance firms to ensure timely payment and
receipt of goods.
Manages policies and systems for staff safety and project resource security
Preparation of weekly, monthly and quarterly reports
Ensuring minutes of meeting are recorded and circulated
Other duties as may be deemed necessary by the SMT or Senior Manager Admin and
Logistics.
Qualifications & Experience of Capacity building specialist
1. A minimum Masters degree in Business or related field.
2. Competence in report writing, meeting presentations and communication skills is
essential.
3. Competence in Microsoft Office and other project management packages/tools.
4. Knowledge of DFID and other development partner management procedures will be
useful.
5. Must be fluent in English-both written and spoken. Knowledge of Urdu would be an
added advantage.