The position

Under the supervision of the Assistant Manager IT & Admin or their nominee, the Administration Officer will be responsible for managing logistical and operational tasks, coordinating activities across sites and departments, handling petty cash, and ensuring adherence to organizational policies and procedures. Additionally, the role includes providing executive support, maintaining accurate records, and facilitating the seamless execution of administrative functions.

Responsibilities:
Manage office operations, including the upkeep of equipment, supplies, and services to ensure smooth daily functioning.
Oversee the replenishment of office resources such as fuel, stationery, and supplies, ensuring availability at all times.
Maintain accurate records of fixed assets, assigning tags to new items and ensuring all documentation is up-to-date.
Organize and coordinate meetings, workshops, and events, handling logistics, venue arrangements, and catering.
Track administrative expenditures, prepare related documentation, and coordinate with relevant departments to maintain budgetary compliance.
Assist in on-boarding new staff by arranging necessary office setups, including workstations and supplies.
Manage official correspondence, including emails, phone calls, and postal mail, ensuring timely responses and communication.
Supervise ancillary staff and provide support to the team to address administrative queries and ensure productivity.
Ensure timely processing of utility and vendor bills to maintain uninterrupted services.
Coordinate travel and logistical arrangements, including transportation, accommodations, and event-related support.
Oversee transportation management, including vehicle scheduling, maintenance, fuel monitoring, and record-keeping.
Provide support for field activities by organizing logistics and transportation as required.
Collaborate with team members to ensure effective coordination and communication across departments.
Handle petty cash reconciliation and ensure adherence to financial policies for administrative expenses.

The requirements

Requirements:
Bachelor’s degree (16 years of education) in business administration, management, or a related discipline from a recognized institution.
At least 5 years of experience in office administration, secretarial roles, and coordination functions.
Proven ability to provide executive-level support, ensure effective coordination, and maintain clear communication with senior leadership.
Familiarity with procurement processes, purchasing, and hospitality management is an added advantage.

Skills and Abilities:
Strong organizational skills with the ability to manage multiple tasks effectively and efficiently.
Excellent communication and interpersonal abilities.
Proficiency in office software, including MS Office Suite.
Ability to multitask and prioritize in a dynamic work environment.
Attention to detail and a commitment to maintaining accurate records

Sector

Culture

About the Agency

The Aga Khan Trust for Culture (AKTC) focuses on the physical, social, cultural and economic revitalisation of historic urban environments. Its programmes include: the Aga Khan Award for Architecture; the Aga Khan Historic Cities Programme; the Aga Khan Music Initiative; the Aga Khan Music Awards; the on-line resource Archnet.org; the Aga Khan Program for Islamic Architecture at Harvard University and the Massachusetts Institute of Technology; and the Aga Khan Museum in Toronto, Canada.

Region

South Asia

Location

Pakistan

Salary

Salary and package to attract the best candidate

Job Expires

16-Dec-2024

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