Job Summary
ITREBP invites applications for the position of Administration Officer for the Gilgit Region, who will report to the Regional Academic Coordinator (RAC). The overall responsibility of the Administration Officer (AO) is to lead the administration of the institution, which includes correspondence/communication, maintaining PPSD records, logistic arrangements, purchasing, and procurement, record keepings such as maintaining attendance register/HRAMS, leave record, leave summary etc. He is also responsible in providing administrative support for day-today office work in coordination with RAC. He will be also accountable to ensuring compliance with the organizational policies of the ITREB in the region.
Role and Responsibilities:
Transport & Logistics Management
- Assisting RAC in providing logistic support for conducting programmes.
- Ensure official use of ITREB/Council vehicle and initiate/maintain TRF (Travel Request Form) and logbook before and after travelling of every staff on regular basis
- Facilitate Chairman/President and RAC/ROM in hiring rented cars and other transportation means when needed.
- To ensure smooth operations the AO will prepare Vehicle roster for official moment/travel of staff/leadership and also be responsible to share the roster with RAC on weekly bases,
- Maintenance of vehicle record of Regional Office’s and report to RAC
- Arrange lodging for official guests and staff.
- Issuance of fuel slips and work order for vehicle/motorbikes/generator maintenance to the vendors and collects them back from vendors for payment process as per admin policy
- Ensure that vehicle is used by the designated driver
Procurement & Asset Management
- Purchasing fixed assets minor value assets, stationary, and other administrative materials for the region with the consultation of RACprocess through purchasing requirement (PRF) prior to any purchase or procurement.
- Prepare demand for fixed and minor value assets and Seek verification of fixed assets, IT equipment and LB/LC office items on yearly basis and report to RAC
- Obtain proper quotations from vendors on competitive and quality base.
- For day to day purchasing ensure processing of Purchase Requisition Form (PRF) duly signed by RAC as per policy
- Prepare demand for fixed and minor value assets from HO, receiving and distribution to LBs/LCs as required and maintain records etc.
General Administration:
- Monitor the daily activities/administration at RB/RC office and share with RAC and Leadership.
- Process educational matters of RECs such as exams, certificates and records
- Supervise and task delegation to Support staff such as Drivers, part time staff, in collaboration of RAC and play role in defining their roles and responsibilities.
- Arrange feedback and reward meetings with support staff to improve their performance
- Keeps all equipment ready and functional such as generator, telephone, internet, photocopier, electricity etc.
- Ensure confidentiality of sensitive material of ITREB/Council and safeguarding of all Docs properly.
- Have close coordination with RFO and Office Secretaries/POs (Local) and undertake RFO task in their absence (except cash)
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Program Arrangements:
- Ensure timely arrangements for meetings, workshops, seminars which would be conducted at RB/RC office and other places, that include stationery, generator, and other logistics
- Follow-up the administrative matters during the program
- Provision of technical support during the program
- Support staff in implementation of programs in terms of providing material/ stationery, and arrangements for programs in terms of venue, stationery, generator, refreshment and logistics support/transportation
Records & Dispatch Management:
- Keep record of all kind of letters from HO, LBs and Jamat;
- To keep record and dispatch of (all hard) Correspondence on behalf of RB/RC.
- To ensure all kinds of correspondences/communications between region to locals and region to HO on regular basis such circulars, announcements, wa’z records CDs etc.
- Publications & Inventory Management:
- To make sure availability of Publications for the RB; Maintaining files, registers, vouchers, periodical reports
- Visit LBs/LCs and ensure physical checking/audit of PPSD stock of all LB (necessarily on quarterly) basis and share the report with RAC.
- Stock verification of fixed assets, IT equipment’s and WBC items on yearly basis and report to RAC accordingly.
- Visit all LBs/LCs thrice by the end of each year
HR/Attendance/Leave Management
- Maintain attendance register, staff leave records/applications (leave, absent, leave without pay, application forms, duty resumption forms etc) both academic and admin/support/program staff. Keep record of all the leaves application in file.
- Submit leave record to HR Office on monthly/quarterly & annual basis.
- Maintain & update HRAMS ancillary staff and also support regional Staff in marking online attendance through HRAMS on daily bases.
- Sending leave encashment and leave record to HO by Dec end each year
- Timely processing of staff documents such joining reports, resignations, appointment letters, of regular staff and Part timers
Facilities, Maintenance & Safety Management
- Ensure proper cleanliness of all office premises (library, offices, kitchen, and meetings hall) including staff houses on daily basis. Also take care of necessary repair and maintenance of the office promises and LBs/LCs.
- Ensure Keeping of proper maintenance records of vehicles and Motorbikes (such as fuel, engine oil, timely check-up of vehicle,) through log books (AOs must check and sign on log books on monthly basis)
- Ensure safety measures in office buildings and staff houses of RB and LBs/LCs and safety of vehicle (fire extinguisher, mitigation towards hazards, electricity wire within and outside office, Watchman, security (where possible). Train office lower staff in safety measures
Periodic Roles and Responsibilities:
- Visit local offices, support office secretaries on related matters and update office fiscal records such as PPSD, meetings expenses, travel, etc. on need basis.
- Have close coordination with Program Officers and Office Secretaries.
Required Skills
Required Skills
Academic Credentials
- The ideal candidate must have a Master’s degree in Management, Administration, Economics, or any relevant field from a reputable university.
Professional Experience:
- The candidate should have 3 to 4 years’ experience of administration & office management in a similar capacity, preferably in the social or development sector.
- Professional/ voluntary experience in the institution(s) would be an advantage.
Language Proficiency/ Soft Skills & Attitudes:
- Have strong interpersonal skills along with excellent communication skills both in English and Urdu.
- Have fair competence and comfort level with the use of computers, MS Office, In page, other software, and basic internet applications.
- S/he must have the ability to draft correspondence and reports.
- S/he should have experience in planning and organizing events.
- S/he should have the ability to manage multiple tasks under pressure, meet stringent deadlines, and teamwork.
- The candidate should be visionary, dynamic towards institutions, and should have a contextual understanding of the region.
Travel and Schedule
- Willingness to work beyond normal working hours and travel within region and stay in remote field areas.