Senior Officer - Admin

Islamabad, Pakistan

Job Description:

• Supervise and provide guidance to administrative staff, ensuring efficient and effective performance of administrative tasks.
• Develop and implement administrative policies and procedures to streamline office operations and enhance efficiency.
• Coordinate office activities and ensure timely completion of administrative tasks, such as managing schedules, arranging meetings, and handling correspondence.
• Oversee facilities management, including office maintenance, cleanliness, and safety measures.
• Manage office supplies and equipment inventory, ensuring adequate stock levels and procurement as needed.
• Liaise with external vendors and service providers to negotiate contracts and ensure timely delivery of services.
• Assist in budget planning and monitoring, including tracking expenditures and managing administrative expenses within budgetary constraints.
• Handle employee administrative matters, such as leave management, attendance tracking, and HR documentation.
• Serve as a point of contact for internal and external stakeholders, addressing inquiries and providing assistance as required.
• Collaborate with other departments to support cross-functional initiatives and projects as needed.
• Handle petty cash transactions and maintain accurate records of petty cash disbursements and reimbursements.
• Manage the inventory store, including receiving, storing, and issuing materials, as well as conducting regular inventory checks and reconciliations.
• Maintain confidentiality and discretion in handling sensitive information and documents.


Position Structure:

Department:
Administration

Line Manager:
Shams Khan

Stream:
Administration


Job Requirements

  • Base Qualifications:
    • Bachelor Degree
    • Master Degree
    • Graduate

    Position Type:
    • Full-time
    Skills & Tools:

    ·       Bachelor's degree in Business Administration, Management, or related field.   

    ·       Strong leadership and management skills, with the ability to motivate and inspire a team.

    ·       Excellent organizational and multitasking abilities, with attention to detail and accuracy.

    ·       Proficiency in Microsoft Office Suite and other relevant software applications.

    ·       Excellent communication and interpersonal skills, with the ability to interact effectively with individuals at all levels.

    ·       Strong problem-solving and decision-making skills, with the ability to handle challenges and resolve issues efficiently.

    ·       Knowledge of relevant laws, regulations, and best practices related to administration and office management.

    ·       Ability to work effectively under pressure and meet tight deadlines.

    ·       Flexibility and adaptability to changing priorities and business needs.


    Job Experience Required:

    2 years of proven experience in an administrative role, with at least 1 years in a supervisory or managerial capacity.

Duties & Responsibilities

    • Supervise and provide guidance to administrative staff, ensuring efficient and effective performance of administrative tasks.

    • Develop and implement administrative policies and procedures to streamline office operations and enhance efficiency.

    • Coordinate office activities and ensure timely completion of administrative tasks, such as managing schedules, arranging meetings, and handling correspondence.

    • Oversee facilities management, including office maintenance, cleanliness, and safety measures.

    • Manage office supplies and equipment inventory, ensuring adequate stock levels and procurement as needed.

    • Liaise with external vendors and service providers to negotiate contracts and ensure timely delivery of services.

    • Assist in budget planning and monitoring, including tracking expenditures and managing administrative expenses within budgetary constraints.

    • Handle employee administrative matters, such as leave management, attendance tracking, and HR documentation.

    • Serve as a point of contact for internal and external stakeholders, addressing inquiries and providing assistance as required.

    • Collaborate with other departments to support cross-functional initiatives and projects as needed.

    • Handle petty cash transactions and maintain accurate records of petty cash disbursements and reimbursements.

    • Manage the inventory store, including receiving, storing, and issuing materials, as well as conducting regular inventory checks and reconciliations.

    • Maintain confidentiality and discretion in handling sensitive information and documents.

Reporting Responsibilities (Daily, Weekly & Monthly)

  • Daily Reporting:
    • Summarize daily administrative activities, including tasks completed, ongoing projects, and any urgent issues that arose.
    • Note any significant developments or challenges encountered during the day.
    • Provide updates on petty cash transactions, inventory store management, and any other relevant activities.

    Weekly Reporting:
    • Recap administrative activities conducted throughout the week, highlighting key accomplishments, challenges, and areas for improvement.
    • Outline any trends or patterns observed in administrative tasks or processes.
    • Include a summary of petty cash transactions, inventory store management activities, and any notable changes or updates.

    Monthly Reporting:
    • Present a comprehensive overview of administrative activities for the month, including a breakdown of tasks completed, projects undertaken, and outcomes achieved.
    • Analyze administrative performance against established metrics and objectives, identifying areas of success and opportunities for enhancement.
    • Provide insights into long-term administrative trends, including changes in workload, resource allocation, and efficiency.
    • Include detailed reports on petty cash transactions, inventory store management, budget utilization, and any other pertinent areas.