Admin Officer

Jhpiego is an international non-profit health organization affiliated with Johns Hopkins University, USA. For more than 50 years and in over 150 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego is dedicated to improving the health of women and families in developing countries.

Jhpiego seeks Admin Officer, who will be responsible for overall office management, inventory management, travel coordination, hotel bookings and other general and overall logistics support services to facilitate overall program goals and objectives.  In addition, s/he will ensure maintaining and implementing administrative and logistics systems and services and to ensure quality services are delivered. The role will support quality improvement initiatives, capacity building, and routine monitoring, ensuring full alignment with Government of Sindh priorities, U.S. Department of State (DoS) strategies, and global best practices.

• Provide overall logistics and administrative support for smooth functioning of project activities.
• Coordinate workshop/training events as required, including hotel liaison, invitations, travel arrangements, supplies & materials, equipment hire and providing point of contact support for participants at events.
• Make travel and accommodation arrangements for project personnel.
• Arrange payment of utility and other routine bills and maintain track record of all these payments.
• Maintain local suppliers list both for routine and emergency supplies and conduct regular market surveys and update the list.
• Identify the potential vendors in project areas.
• Well versed with procurement and taxation procedure.
• Support/carryout procurement process as per Jhpiego/Donor policies and procedures and Forward the invoices/bills to Finance department for payment after verification and maintainkeep record of paid invocies in hard/soft.
• Maintain inventory database for assets and office supplies and conduct periodic inventory checks. Submit inventory reconciliation reports to management on regular basis.
• Check vehicle log books and vehicle condition on regular basis.
• Maintain a proper/efficient filing system of office to ensure smooth running of the operations and maintain a repository of all logistics and administrative documents and their security.
• Keep proper record and provide goods/supplies status report to concerned program lead and supervisor on as and when required basis.
• Supervise Admin staff (i.e. Office Assistants, Office Attendants, Drivers etc.) by monitoring performance of supervisee staff and give regular feedback to staff members and document corrective actions; Complete the annual performance appraisal, regular mentoring and coaching of supervisees.
• Manage office petty cash and ensure proper documentation is completed for reconciliation as per policy.
• Perform other duties, as needed or requested.

• Bachelor’s degree in business administration, management or equivalent from a recognized institution. Master’s degree will be preferred.
• At least 5 years relevant experience, preferably in the non-profit and/or development sector. Excellent organizational and administrative/management skills.
• Strong attention to detail and able to juggle multiple tasks simultaneously.
• Strong analytical skills and the ability to synthesize complex concepts and to communicate them effectively.
• Ability to work effectively work in teams as well as independently.
• Excellent writing and verbal communication skills.
• Ability to manage day to day interactions with contracted external service providers and analyze their performance.
• Proficiency in software applications, databases, spreadsheets including Microsoft Word and Excel.

Note: Only shortlisted candidates will be contacted and note that the successful candidate selected for this position will be subject to a pre-employment background check. The position will be closed for further applications once it is successfully filled. We will be conducting interviews on a rolling basis, so we encourage interested candidates to apply at their earliest convenience. Thank you for your interest in joining our team.

Jhpiego is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. Female candidates are strongly encouraged to apply. Failure to follow the instructions of applying, your application would be denied.

For further information about Jhpiego, visit our website at www.jhpiego.org

RECRUITMENT SCAMS & FRAUD WARNING

Jhpiego has become aware of scams involving false job offers. Please be advised:

• Recruiters will never ask for a fee during any stage of the recruitment process.
• All active jobs are advertised directly on our careers page.
• Official Jhpiego emails will always arrive from a @Jhpiego.org email address.

Please report any suspicious communications to Info@jhpiego.org

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