Senior Administrative Assistant - Central Office @ Aga Khan Education Service, Pakistan

Job Summary

Role and Responsibility:

Travel, Accommodation & Logistics Management

• Coordinate and manage all official travel arrangements, including air and ground transportation, hotel accommodation, travel itineraries, and travel documentation.
• Liaise with travel agents, hotels, transport providers, and internal stakeholders to ensure timely and cost-effective travel arrangements.
• Arrange logistics, transportation, accommodation, meals, and hospitality for official meetings, workshops, conferences, training programmes, and organizational events.
• Process travel requests, travel advances, travel allowances, reimbursements, and travel settlements in accordance with organizational policies.
• Maintain comprehensive records and control sheets for all travel activities and prepare periodic travel expenditure reports.

Fleet & Fuel Management

• Supervise the operation, utilization, servicing, insurance, and maintenance of organizational vehicles.
• Monitor vehicle logbooks, mileage, servicing schedules, registration, and insurance validity.
• Monitor online fuel accounts (e.g., PSO Fleet Card Portal), ensure adequate advance balances are maintained, and arrange timely top-ups to avoid operational disruptions.
• Verify fuel transactions, monitor fuel consumption trends, investigate variances, and prepare monthly fuel utilization and vehicle cost reports.
• Ensure fuel expenses are correctly allocated to the appropriate budget heads, projects, or departments.

Financial Administration & Petty Cash

• Manage petty cash in accordance with approved financial policies and maintain complete supporting documentation.
• Process petty cash reimbursements and replenishments and prepare monthly petty cash reconciliation statements.
• Reconcile all advance payments (travel, fuel, operational advances, etc.) with the Finance Department on a monthly basis and ensure timely settlement of outstanding advances.
• Ensure all expenditures are accurately coded and charged to the relevant budget heads and cost centres.

Utility & Vendor Payment Management

• Download monthly invoices for PTCL, mobile services (Zong, Jazz, Telenor, etc.), internet providers (Multinet, Supernet, etc.), utilities, and other service providers.
• Verify invoices for accuracy and process payments within due dates to prevent service interruptions.
• Coordinate with Finance for timely payment processing and proactively communicate with vendors regarding payment status whenever required.
• Maintain updated control sheets and payment records for all utilities, telecommunication services, fuel accounts, and service providers.

Reporting & Budget Monitoring

• Prepare monthly reports on travel expenditure, accommodation costs, logistics expenses, vehicle utilization, fuel consumption, petty cash utilization, and utility payments.
• Monitor operational expenditures against approved budgets and identify cost-saving opportunities.
• Prepare budget utilization reports and ensure all operational costs are charged to the correct budget heads and cost centers.
• Maintain accurate records and supporting documentation to facilitate internal and external audits.

Administrative & Operational Support

• Provide logistical and administrative support for official meetings, events, and organizational activities.
• Coordinate hospitality arrangements, including meals and refreshments, for official guests, consultants, trainers, and visitors.
• Perform any other travel, logistics, finance, or administrative responsibilities assigned by the supervisor.
• Ensure all control sheets are up-to-date and reflect accurate information.

Required Skills

Skills and Qualification:

• The ideal candidate for this role should hold at least an Intermediate or bachelor’s degree.
• At least minimum of 1 year of relevant experience within a reputable institution.
• Key skills include strong organizational and time management skills, proficiency in MS Office and other relevant software, and attention to detail and accuracy.