Admin Assistant provides support to Admin Advisor and takes responsibility of effectively dealing with the day-to-day admin operations of Ipas Pakistan and manages administrative operations run efficiently including complete record maintenance of inventory issuance and return record.
Moreover, Admin Assistant's core responsibility also includes office reception management, which includes keeping track of guests and managing visitor’s logbook while ensuring office safety and security protocols.
In this role, a highly resourceful individual with strong emotional intelligence, complete discretion, self-motivation, and strong organizational skills.
The position will work with all members to manage inventory requirement for the training and ensure timely packing and dispatch of material for the training.
Moreover, arranging travel and accommodation of the staff and consultant under supervision of Admin Advisor.
Main Job Duties and Responsibilities :
Admin & Reception Management
Manage reception, greet and receive guest & keep record of all movement of the staff and guests.
Providing support related to administrative tasks including keeping up-to-date inventory with minimum reorder level for both IT and Printing / publications store.
Knowledge of office and administrative practices and principles.
Provides administrative support to ensure efficient operation of office.
Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
Maintains and share regular inventory reports and create a digital database of all logistic activities. While maintaining an inventory system of all incoming and outgoing shipments, consignment, dispatches including of site upgradation and seed supplies.
Maintaining a digital database of all inventory details including, consumables and medical equipment / supplies.
Responsible for troubleshooting and handling requests for printing, faxing, photocopying, mailing, courier-related services, routine email, scheduling meetings, telephonic and reception-related tasks.
Moving existing operating hardware and reinstalling it at different locations (when approved / required)
Logistics & Travel Management
Assists in the management of Ipas office vehicles according to sops and coordinate with the transporter for arrangement of vehicles, when required.
Also, to coordinate with drivers, refiling / maintenance loads / safety & security briefing / license verification
Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and expediting orders for supplies.
Others / general Tasks
Assist in production of country-related documents, letters, power point presentations, graphs, tables, etc. As required
Collaborate with all units to integrate logistics with programmatic activities including meetings, conferences, and trainings.
Promptly handle assigned issues and tasks while always ensuring excellent customer service and teamwork practices.
Maintaining confidentiality with sensitive information and correspondence.
Carry out ad-hoc daily and weekly tasks as assigned by supervisor.
Providing other ad-hoc administrative tasks when required.
Answers phone calls, schedules meetings and supports visitors.
Exhibits polite and professional communication via phone, e-mail, and mail.
Assists real-time in the resolution of support issues to decrease downtime and to bring about high levels of satisfaction
Provides information by answering questions and requests.
Performs other duties as assigned
Eligibility Criteria :
Bachelor’s degree or equivalent
Previous experience, minimum 4-5 years, working as an Admin Assistant for a medium to large organization.
Sound Knowledge of Inventory Management
Sound Knowledge of Safety & Security Protocols.
Sound Knowledge of Reception Management and Guest receiving protocols.
Good experience in logistic arrangement including hotel bookings, vehicle management etc.
Key skills and competencies :
IT competencies in multiple software including MS Word, Ms Excel, and PowerPoints.
Effective arrangements and planning skills.
Exceptional administrative support.
Skill in both verbal and written communication.
Skill in problem solving and decision-making.
Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity.
We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy.
Ipas acknowledges that these personal characteristics may differ in different contexts.