CARE is a leading global humanitarian and development organization. Since its establishment in 2005, CARE International in Pakistan (CIP) has been responding to major disasters and undertaking an array of development projects. CIP works through its local partners and a range of stakeholders for development, as well as emergency response related interventions, which makes collaboration a key component of its work, across the country. Health and education, with particular focus on women, are some of CARE’s core identified program areas in Pakistan, as part of its Long-Range Strategic Plan.

Job Summary:

The Admin Officer & Security is responsible for overseeing and managing the administrative and logistical operations of field office, and staff. This role involves coordinating, petty procurements, inventory management, transportation, facility maintenance, and office administration to ensure smooth and efficient operations. The officer works closely with internal teams, suppliers, and service providers to maintain optimal resource availability and cost-effective logistics solutions. The individual will be based in the field office with 80% of the time will spend for providing administrative support to staff members.

The post will also provide reliable support for managing the safety and security risks of its program operations, staff, assets, and offices. The individual is expected to provide full-time support, including being available out of normal business hours to proactively assess and respond to any related Admin safety and security risks or needs.

Key Responsibilities:

1. Facilities Management, Administrative and Support Duties (30% of the time):

• Provide general administrative support to the Field office.
• Prepare and submit payments for Utility bills. Track and update consumable office supplies to ensure sufficient stock is available.
• Maintain the Administration department's filling system and incoming / outgoing correspondence record keeping in an excel sheet.
• Responsible for overall office maintenance. Responsible for mails in & out. Ensure that all offices/ rooms/ washrooms/ meeting rooms are clean and in order.
• Keep track of activities of concerned sections and regional offices with regards to cost effective management of resources and their maintenance and operational costs, lease, utility and security affairs etc.
• Petty cash management and preparation of petty cash sheet.

2. Manage Accommodation and Other facilities for visitors (30% of the time):

• Responsible for arranging hotel bookings, pick and drop to and from airport and hotel.
• Responsible for arrangements of air tickets with the Airline agents for visitors. Responsible for arrangements of rental vehicles for field travels.
• Responsible for processing of payments related to utilities, POL of vehicles, rental vehicles, courier etc.
• Ensure the availability and proper utilization of all organizations facilities.
• Coordinate and follow up for timely adjustment of advances and payments to vendors related to admin related activities.

3. Assets Inventory, Storage and Warehouse Management (15% of the time):

• To ensure proper maintaining, tagging asset/inventory items and for record maintenance purpose according to the policies and procedures outlined in the "Property Management Manual". This will include all CARE assets in FOs.
• Ensure that all items in the store are properly registered and kept properly in the Field and in warehouse.
• Supervise loading and unloading of items from warehouse.
• Ensure timely and counting of Items received and dispatch from warehouse.
• Maintain stock register of the items received and dispatched.
• Preparation of stack report on monthly basis.
• Manage warehouse equipment and oversee maintenance schedules.

4. Safety & Security Operations (20% of the time):

• Provide detailed security briefings/orientation to field-based staff.
• Ensure the implementation of the CARE standard operating procedures (SOPs) for maintaining secure operations for CARE staff members in field offices and field assignments.
• Support the Safety and Security unit to satisfactorily undertake liaison with government and law enforcement authorities (LEAs) to ensure safe movement of staff for CARE business and related safety and security risk management.
• Ensure that CIP offices are equipped with the required safety and security equipment and coordinate with the admin or other relevant team for its timely installation, repair and/or maintenance.
• Report to the safety & security Manager of any instances of staff non-compliance to established protocols or procedures and provide recommendations for corrective actions.
• Oversee and ensure safe staff movements for CARE business.
• Monitor CCTV at field office, and report to safety & security manager of any finding that required attention.
• Monitor Vehicle tracking system and ensure vehicle movement is as per plan.
• Ensure that established movement tracking protocols are adhered to by both the Safety and Security unit and all CIP staff.
• Send security and safety alerts to all staff by SMS, WhatsApp, and email.
• In case of an emergency, provide first aid to any staff member in need.
• Monitoring and tracking the staff travels as per the travel SOPs & protocols.

5. Any Other Task as Assigned by the Supervisor (5% of the time):

• Any other tasks or responsibilities based on organizational and programming need as assigned by Line Manager.

A) Qualifications (Know How):

Required

• Bachelor's degree, preferably in Management, Finance, Administration or related discipline. Training in Office administration, He/she has working knowledge of MS Office

B) Experience/Technical Skills:

Required

• At least 3 to 5 years of experience in the field of Administration and prepared documentation.
• Experience of working with an INGO in a similar role will be highly preferred.
• Experience of using atomized office systems.
• Strong coordination skills while dealing with vendors.