JOB DESCRIPTION AND RELATED RESPONSIBILITIES:

Office Administration Responsibilities:

1. Work with other PRP administrative staff (including finance and HR) to ensure proper maintenance of office procedures and record keeping, including filing (electronic and hard copy) as well as storage systems;

2. Responsible for accurately tagging, tracking, creating, and maintaining an inventory for all of the EA assets and equipment purchased for the implementation of technical activities, and other related purchases for the Islamabad and Peshawar offices admin operations (in close coordination with the administration teams at both locations);

3. Submit monthly inventory reports to direct supervisor before submission to EA HQ;

4. Responsible for maintaining and saving (electronically and hard copy) important communications and correspondence records (such as letters, e-mails, etc.), related to EA operations for its Islamabad and Peshawar offices, including but not limited to USAID, IRC, Government of Pakistan (GOP), tax authorities and related agencies, insurance company, and EOBI among others;

5. Coordinate with IRC’s administration team for timely collection of invoices related to utilities, office cleaning, and mobile phone bills, so EA can pay for these services directly and on time.

6. Provide assistance to the DAF in coordinating and following-up with the “Government’s Economic Affairs Division” about exemptions and refunds related to general sales tax (GST), withholding taxes, and others, that are applicable to EA from the “Federal Board of Revenue;”

7. Coordinate with the IRC’s administration team to organize internal arrangements for reserving conference rooms for meetings, workshops, events, conferences, etc.

Procurement and Logistic Responsibilities:

1. Responsible for organizing and coordinating all kind of travel arrangements including but not limited to lodging accommodations booking (hotels or guest houses), air and bus tickets, airport and other relevant pick-ups and drops offs for activities implementation, accurate vehicle miles tracking and reimbursement, etc.;

2. Provide coordination and logistical support by arranging various EA conferences, workshops, and trainings in accordance to USAID and EA procurement regulations;

3. Responsible for providing assistance and support with customs clearances for various EA equipment, as well as for coordinating with relevant government departments and agencies as and when required to cleared shipped items;

4. In close coordination with the DAF, provide assistance for any related procurement needs, including overseeing the competitive process for goods and/or services, drafting requests for quotes (RFQs), ensuring the quotes EA receives meet all of the specifications and criteria as outlined in the RFQ (such as quality, quantity, delivery timeliness, past reputation, and best prices), and preparing the required purchase order and/or services agreement;

5. Responsible for following the proper procurement process by collecting quotes and coordinating the purchase of goods and/or services required by EA for implementation of activities as needed and when required;

6. Ensure that a clear and transparent procurement process is followed across EA’s different areas and departments, while maintaining detailed files (electronic and hard copy), and an accurate inventory tracker to be updated on a regular basis;

7. Coordinate with IRC’s procurement team to collect information about relevant vendors, and create a list of reputable suppliers and service providers for future procurements;

8. Responsible for reconciling on a regular basis, the fixed assets inventory with EA’s financial records, while providing monthly assets tracking reports to EA HQ.

Human Resources Responsibilities:

1. Ensure timesheets are accurately completed and processed;

2. Responsible for the good management of confidential information related to monthly payroll and other payments of income tax, pension, and health insurance among others;

3. Advertise for positions when required (in close coordination with EA’s DAF and IRC’s Administration Department), ensure the job descriptions are complete before advertising, and guarantee a transparent and bias-free recruitment process;

4. Ensure that employment files (electronic and hard copy) include relevant documents such as employment agreements, modifications (if applicable), job descriptions, CVs, biodatas, salary verification, annual evaluations, and leave entitlements among others. Update employment files on a regular basis and develop a check list and tracking tool for these purposes;

5. Ensure that short-term consultant files (electronic and hard copy) are in order and up to date, including all the documents listed above, plus copies of evaluations and final deliverables;

6. Ensure that EA complies with all the requirements per Pakistan labor law, including payment to employees, benefit funds, health and life insurance, local holidays, vacation time, etc.;

7. Assist the EA’s DAF in drafting and establishing a calendar and process for completing annual employee performance evaluations, and monitor compliance with this process.

Other Responsibilities:

1. Effectively communicate with both internal and external customers;

2. Provide prompt, courteous, and knowledgeable service to both internal and external customers;

3. Any other miscellaneous HR, administration, finance, procurement, and logistics duties as required by direct supervisor.

• BA or BS in related field. Advance degree preferred;
• At least 2 to 3 years of experience working in an equivalent position on similar NGOs or international organizations (preferable funded by USAID or other US Government Agency);
• Knowledge of USAID procurement regulations or other donors agencies strongly preferred;
• Ability to be self-driven, work as part of a team, and take initiative;
• Willingness to travel to other areas of Pakistan on EA business;
• Ability to be flexible, willing to perform other duties, and work irregular hours if necessary;
• Excellent interpersonal and communication skills including patience, cultural sensitivity,
• Diplomacy, conflict resolution and management skills, and willingness to listen and respect for colleagues;
• Capable of creating supportive working relationships among all project teams;
• Proficiency in Microsoft Office;
• Fluency in English and Urdu both written and spoken. Any other local language will be plus

Demonstrated Skills:

• Ability to multi-task and work under pressure (when required) to meet deadlines for deliverables;
• Excellent communication skills and ability to be a team player.
• Able to work across cross-cultural teams.