Job Summary
The Senior Admin Officer will be responsible for ensuring efficient administrative and logistical support for the smooth implementation of the SRHR project in Gilgit-Baltistan. The role focuses on office administration, logistics coordination, procurement support, asset management, and documentation in compliance with organizational and donor requirements. The position requires a highly organized and proactive professional capable of managing multiple operational tasks in a decentralized project setting.
Role and Responsibilities
Administration and Office Management
- Manage day-to-day administrative operations at the district office, including office supplies, filing systems, and workspace upkeep.
- Maintain administrative records such as attendance sheets, leave records, and vehicle logbooks.
- Ensure proper documentation and systematic filing (physical and digital) of all administrative records.
- Support preparation and submission of routine administrative reports to the head office.
Logistics and Event Coordination
- Arrange travel, accommodation, and logistics for staff, consultants, trainers, and visitors.
- Develop travel itineraries and logistical plans for field visits, outreach camps, and trainings.
- Coordinate with hotels, transport providers, and service vendors to ensure cost-effective and quality services.
- Provide logistical support during workshops, trainings, meetings, and outreach activities.
Procurement Support
- Assist in procurement processes in line with organizational procurement SOPs, including preparation of RFQs, comparative statements, and purchase requests.
- Liaise with vendors and follow up on timely delivery of goods and services.
- Maintain procurement files, vendor databases, and supporting documentation.
Asset and Inventory Management
- Maintain and regularly update the inventory and asset register for project equipment and supplies.
- Ensure tagging, safeguarding, and periodic physical verification of assets.
- Monitor stock levels of office and project supplies and initiate timely replenishment.
Compliance and Coordination
- Ensure administrative documentation complies with organizational and donor policies.
- Serve as the focal point between the field office and head office Admin unit.
- Support staff in completing required administrative forms and documentation.
- Participate in district-level coordination meetings as required.
Required Skills
Required Skills
- Bachelor’s degree in Business Administration, Management, or a related field.
- Relevant certifications in administration or procurement are an asset.
- Minimum 3–5 years of relevant experience in administration and logistics, preferably in development or public health projects.
- Experience supporting donor-funded projects is highly desirable.
AKHS is committed to reducing our impact on climate and the environment and have set ourselves the goal of striving for net-zero carbon operations by 2030. All staff is expected to take part in making this a reality. The Senior Admin Officer accompanied with his/her Line Manager is expected to identify and understand which aspects of his/her work have most impact on the environment, and define tasks, work, and personal goals within his/her work plan to reduce these impacts and bring AKHS closer to net zero.