Action For Humanity (AFH) is an International NGO that provides aid and assistance to people affected by disasters and extreme poverty. Our vision is a world of crises-resilient communities. Our mission is to mobilise and respond to emergencies and critical needs through humanitarian, development and peace-building action, helping affected communities survive, recover and build a better future.

Here at Action For Humanity, Pakistan country office, we are looking for an Admin & Procurement Officer to join us in our newly established office in Islamabad. You will join us on a full-time basis and in return you will receive a competitive salary which is negotiable depending on experience.

Job Purpose:

The Admin & Procurement Officer will be leading the Admin & Procurement department of Action For Humanity Pakistan under the supervision of the Administrative & Finance Coordinator. He/she shall ensure the adequate implementation of Administrative and Procurement procedures through the designed processes and work on developing an administrative system by assessing current practices.

Key responsibilities:

Administrative duties:

• Responsible for Procurement of different supplies/ services and filing of documents (contracts, amendments, renewal, termination, and payments) related to the various contracts entered by AFH Office.
• Update list of the ongoing contracts in the office.
• Update inventory lists bi-annually for offices and projects.
• Manage travel and reservations of the local and international staff members and experts.
• Maintenance of accurate filing systems of correspondence and other documents.
• Establish and ensure effective working relationships with other personnel, including all other AFH staff as necessary.
• Travel to the field or other locations if required.
• Providing assistance to the programme staff in all Admin related matters.
• Providing assistance in the event management.
• Manage proper inventory of the equipment, furniture and other items of the project.
• Prepare and update inventory status report after performing physical verification on regular basis.
• Manage equipment and schedules.
• Ensure logistical systems and procedures are maintained and records are up to date.
• Responsible for stock control consistent with organization protocols and procedures. 
• Guide and oversee the performance of new and junior logistics officers.
• Perform other tasks assigned by the supervisor.

Logistics and Procurements:

• Maintain accurate register of all assets procured under the projects. Register the assets in AFH financial software and mark the assets for identification.
• Follow AFH policy in procurement and educate staff regarding the policies.
• Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.Support the development of procurement specifications
• Process approved Purchase requisitions through the procurement software ensuring data accuracy.
• Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
• Train and certify procurement committee members and participate in tender meetings and evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Review procurement documents for accuracy before taking payment for approval.
• Collaborating with all departments by Coordination with finance, grants, and program to ensure smooth and timely procurement.
• Due diligence of selected vendor.
• Facilitate field staff with proper vehicle movement plans.
• Ensure proper and timely reporting of fleet movements with AFH Islamabad office when needed.
• Supervise/ coordinate drivers (under contract and from rental).
• Maintaining and submitting logistical, and administrative reports as required.

    Communication/ Reporting

1. Performs need base field visits, write field visit reports.
2. Writes a monthly administrative & fleet report.
3. Participates in the team coordination meetings.

Required Education and Experience

Qualifications: Master’s degree preferably in Administration

Experience: 

• Minimum 05 years of working experience in relevant field preferably with international NGOs or international organisations.
• Experience in negotiations and relations with local partners and authorities in a movement and difficult legal, administrative and political context.

Knowledge & Skills

• Strong working knowledge of administrative & logistics procedures
• Good communication skills in English & Urdu
• Knowledge of financial tools and management
• Writing and reporting skills
• Good working knowledge on MS Office
• Advanced knowledge of Excel, Word
• Good presentation skills

Required Competencies

• Proactive leadership
• Can handle stress and external pressure
• Adaptability
• Analytical thinking
• Integrity/ honesty
• Teamwork and cooperation

Salary Range (Monthly): Depending upon experience

Paid Leaves entitlement: As per AFH policy

Health & Life Insurance: As per AFH policy

Only individuals who meet the above-listed requirements are invited to apply for the above-mentioned position.

The employer reserves the right to cancel the job posting at any time without proper notice or reason and does not allow or accept the candidates having multiple employments at the same time.

This is an excellent opportunity for an Administrative and Procurement Officer with experience in the Pakistan context, especially someone eager to contribute to the a newly established office in the country. We are looking to fill this position as soon as possible and will be reviewing applications on a rolling basis. To maximize your chances of success, please apply today – we look forward to hearing from you.

Inter-Agency Misconduct Disclosure Scheme

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Action For Humanity also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms their understanding of these recruitment procedures. Please only apply if you are okay with all of the above.