Administration & Coordination Officer (PSH) Islamabad

1. Office Administration & Facilities Management

• Manage day-to-day office administration and ensure a well-organized and functional working environment.
• Coordinate office maintenance, repairs, utilities, internet, and other facility-related requirements.
• Monitor office supplies, stationery, kitchen supplies, and other resources, ensuring timely replenishment.
• Maintain records of office equipment, furniture, inventory, and organizational assets.
• Coordinate with IT for equipment allocation, technical support, and staff requirements.
• Ensure office facilities and resources are maintained according to organizational standards.

2. Procurement & Vendor Coordination

• Coordinate procurement requests for office supplies, equipment, furniture, and other requirements.
• Obtain quotations, maintain comparisons, and follow up on purchase requests and approvals.
• Liaise with vendors and service providers regarding orders, deliveries, invoices, and payments.
• Coordinate with the relevant Procurement and Finance departments to ensure requests are processed according to organizational procedures.
• Maintain procurement records, purchase documentation, and vendor information.
• Monitor pending procurement requests and follow up until completion.

3. Staff Administration & HR Coordination

• Maintain accurate staff attendance, leave, and administrative records.
• Coordinate with HR regarding employee documentation, contracts, onboarding, and other staff-related administrative matters.
• Support arrangements for new employees, including workstations, equipment, and office access.
• Maintain organized staff records and ensure documentation is updated when required.
• Coordinate staff travel, accommodation, transportation, and other logistical arrangements.
• Assist the Operations Manager with administrative requirements relating to staff and office management.

4. Financial Administration & Coordination

• Maintain accurate records of office expenses, invoices, reimbursements, and payment requests.
• Coordinate with the Finance department for payment processing, advances, and expense settlements.
• Support petty cash management and maintain supporting documentation where applicable.
• Assist with monitoring administrative budgets and maintaining expense trackers.
• Ensure financial documentation is properly maintained and submitted according to organizational procedures.
• Provide supporting records and documentation for financial reviews and audits when required.

5. Internal Coordination & Reporting

• Act as a point of contact for day-to-day administrative requests within the Pakistan Support Hub.
• Coordinate with HR, Finance, IT, Procurement, and other relevant departments to resolve administrative matters.
• Maintain trackers for office requests, procurement, maintenance, and other administrative activities.
• Follow up on pending requests, approvals, and administrative actions to ensure timely completion.
• Prepare regular administrative updates and reports for the Operations Manager.

Support the implementation of organizational policies, procedures, and administrative processes.

Essential

• Bachelor’s degree in business administration, Management, Commerce, or a related field.
• Minimum 3–5 years of relevant experience in office administration, administrative coordination, or office management.
• Practical experience in procurement coordination, vendor management, facilities administration, and recordkeeping.
• Basic understanding of financial documentation, expense tracking, invoices, and payment processes.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Strong organizational, communication, and coordination skills.
• Ability to manage multiple administrative requests, priorities work, and follow up independently.
• Strong attention to detail and ability to maintain accurate and confidential records.

Desirable

• Previous experience working in an NGO, international organization, or multi-department office environment.
• Familiarity with HR administration, staff records, and office asset management.
• Experience coordinating with centralized HR, Finance, Procurement, and IT departments.
• Familiarity with QuickBooks, MIS, or similar systems for finance-related tracking and recordkeeping.

Key Competencies

• Strong administrative and organizational skills.
• Effective communication and interpersonal skills.
• Ability to coordinate across multiple departments.
• Problem-solving and proactive follow-up.
• Time management and attention to detail.
• Accountability, confidentiality, and professionalism.

Ability to work independently and as part of a team.