Administrative Coordinator

Islamabad

Job Description

Job Summary

Ipas is a nonprofit organization dedicated to ending preventable deaths and disabilities from unintended pregnancies and unsafe abortion. Through local, national and global partnerships, Ipas works to ensure that women and girls can enhance their sexual and reproductive health via affordable, safe, respectful and comprehensive abortion and contraceptive care.

The Administrative Coordinator will provide executive assistance to the Finance/Administrative Manager and is critically important role enabling the Finance/Administrative Manager to work most effectively with internal and external stakeholders. This role will also work with all members of the admin and program team including divisional support teams (DSTs) to coordinate project activities and to ensure deadlines are met within budget and with the highest quality of service. Along with administrative duties, it is also highly strategic and a combination of focus and flexibility. The role requires a highly resourceful individual with strong emotional intelligence, complete discretion, self-motivation, and strong organizational and time management skills.

Primary Responsibilities

  • Support and supervise the Admin, IT and Logistic operations at country and divisional offices and fulfilling needs of the office and teams
  • Responsible for performance management of Admin, IT and Logistics Team
  • Assist with budget planning, manage payments and track expenses about the program activities and office operations (both HQ and regional offices)
  • Identifies daily, weekly and monthly tasks for team and ensures that tasks are being completed with best outcome
  • Coordination/orchestration activities of projects or commitments as directed. Tact, diplomacy, and persistence are essential qualities in executing this dimension of the role.
  • Initiate and accomplish the procurement process per Ipas Procurement Policy and Ipas Procurement Standard Operating Guidelines.
  • With guidance from the supervisor and other team members, develops correspondence (reports, letters and other documents) intended for both external and internal audiences
  • Supervise the processes for preparation of travel arrangements for Ipas office staff and ensure proper documentation is being done for all travel arrangements
  • Collaborates with caterers and other external vendors to plan and execute on-site and off-site events
  • Serve as Luna Content Manager; build capacity of ICT and DSTs to navigate and utilize Ipas operating systems, including, but not limited to, SharePoint, Agresso, and Skype for Business etc.
  • Ensure that all requests for printing, faxing, photocopying, mailing, courier-related services, routine email, scheduling meetings, telephonic and reception-related tasks are being handled in time.
  • Provide support to team for maintenance of office equipment and office stock and inventory management.
  • Assist staff with travel coordination and coordinating conference, workshop, meeting logistics for events sponsored by Ipas Pakistan.
  • Assist supervisor in production of country-related office documents, including but not limited to letters, power point presentations, graphs, tables, etc. if/when/as required
  • Any other task/responsibility assigned by the Supervisor/Country Director.
  • Travel as and when required with supervisor/CD’s approval
  • Perform other duties as assigned.

Commitment to Diversity

Ipas is an equal opportunity employer. We do not discriminate on the basis of race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, genetic information, marital status, or any other factor that the law protects from employment discrimination.

  • Bachelor's Degree with 5 years of executive officer/admin officer or comparable experience.
  • Previous supervisory experience is compulsory
  • Be highly organized and have a demonstrated ability to plan stregically, prioritize time and manage implementation of plans in fast-moving, changeable environments
  • Strong decision-making skills are required
  • Be a technophile and self-starter and driven
  • Ability to quickly establish credibility with team and across the organization and build relationships with diverse audiences
  • Take pride in concise, effective written and oral communication
  • Have enormous energy and energize others
  • Be flexible to change and have controlled response in emergency situation.

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, marital status, veteran status, military service, disability, genetic information, gender identity, gender expression, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy


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