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Purpose
The Admin Manager is responsible for leading and managing the Administration, Procurement and Logistics functions of Inspire Pakistan, ensuring efficient, compliant and well-coordinated operational support across Head Office and field office locations.
The role provides strategic oversight and direction to administrative systems, procurement processes, logistics operations and facility management, while ensuring alignment with organisational policies, donor requirements and operational priorities. The position strengthens internal systems, enforces compliance and ensures accountability across all administrative functions in support of programme delivery and organisational effectiveness.
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Key Responsibilities
1. Administration Leadership & Systems Management
- Lead and manage the Administration function across Head Office and field locations.
- Develop, implement, and continuously improve administrative systems, procedures, and controls.
- Ensure effective management of office facilities, utilities, assets, and administrative services.
- Standardise administrative practices across all offices to ensure consistency and efficiency.
- Monitor overall administrative performance and address operational gaps proactively.
- Provide oversight and guidance to field offices to ensure consistent implementation of administrative systems.
2. Procurement Oversight & Compliance
- Provide oversight of procurement processes, ensuring compliance with organisational policies and donor requirements.
- Supervise and guide procurement planning, vendor selection, and documentation processes.
- Ensure transparency, competitiveness, and accountability in procurement activities.
- Review and approve procurement documentation within delegated authority.
- Establish and manage framework agreements and long-term vendor relationships to improve efficiency and cost-effectiveness.
- Maintain and strengthen vendor databases and procurement systems.
- Ensure implementation of delegation of authority and approval matrices within procurement processes.
3. Logistics & Asset Management
- Oversee logistics planning, transportation, and distribution support across programme locations.
- Ensure effective management of organisational assets, including tracking, maintenance, and disposal.
- Monitor fleet management, fuel usage, and logistics efficiency.
- Ensure proper documentation and control of Serially Tracked Items (STIs) and asset registers.
- Strengthen inventory control systems and implement measures to prevent loss, misuse, or mismanagement of assets.
- Ensure administrative, procurement, and logistics documentation is complete, accurate, and audit-ready at all times.
4. Team Management & Supervision
- Lead and provide overall direction to the Administration, Procurement, and Logistics functions across Head Office and field locations.
- Ensure effective supervision, coordination, and performance management of administrative teams through established reporting structures.
- Oversee administrative support functions at all levels, including office administration, logistics, facilities, and support staff management through designated supervisors.
- Ensure clear role allocation, accountability, and coordination within administrative teams across locations.
- Strengthen capacity of administrative staff through structured guidance, mentoring, and system improvements.
- Promote a professional, disciplined, and results-oriented working environment across all administrative functions.
- Coordinate with the Human Resources Unit on recruitment, performance management, and disciplinary matters as required.
5. Coordination & Internal Support
- Ensure effective coordination between Administration, Programme, Finance, HR, and other units.
- Support programme teams through timely and efficient administrative and logistical services.
- Coordinate with field offices to ensure alignment with organisational systems and procedures.
- Ensure adherence to administrative procedures across all units and escalate non-compliance to senior management where required.
- Provide administrative input into organisational planning and operational decision-making.
6. Compliance, Risk & Internal Controls
- Ensure full compliance with organisational policies, donor requirements, and standard operating procedures.
- Lead the development, review, and periodic revision of administrative, procurement, and logistics policies, procedures, and manuals.
- Strengthen internal control systems across administrative, procurement, and logistics functions.
- Identify operational risks and implement mitigation measures.
- Support internal and external audits by ensuring documentation readiness and compliance.
- Ensure adherence to safeguarding, Code of Conduct, PSEAH, and confidentiality standards within administrative operations.
7. Strategic Support & Process Improvement
- Identify opportunities to improve efficiency, cost-effectiveness, and system strengthening across administrative functions.
- Support budget planning and cost forecasting for administrative and operational functions.
- Contribute to organisational planning, budgeting, and operational strategy discussions.
- Provide regular updates and strategic insights to senior management on administrative performance, risks, and improvements.
8. Emergency & Operational Readiness
- Support emergency response and surge operations by ensuring administrative, procurement, and logistics readiness.
- Facilitate rapid mobilisation of resources in response to organisational priorities or programme needs.
Other Duties
Perform any other duties related to administration, procurement, logistics, or organisational priorities as assigned by the Director Operations or the CEO Office.
Provide support to organisational initiatives, strategic priorities, and emergency operational requirements as needed.
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