Scope of Work: Admin Coordinator

Job title: Scope of Work: Admin Coordinator

Company:


Job description: Scope of Work: Admin CoordinatorProject BackgroundAs part of the post 2022 floods recovery in Sindh, Sindh People’s Housing for Flood Affectees (SPHF), is leading a resilient housing reconstruction program for 2.1 million households and carries a vision to systematically assess various flood affected settlements in Sindh to develop Climate Resilient Settlement Development Plan (CRSDP). This process is crucial for setting up, upgrading, and sustaining essential community infrastructures to improve access to basic public services. These plans would also help carry out the land entitlement process to vulnerable communities in Sindh.Assessment teams will work extensively in the communities for the collection of data from households and other stakeholders. In this context, the role of an Admin Coordinator is critical in ensuring the efficient execution of this short-term assignment, directly contributing to the success of this transformative initiative.As the Admin Coordinator, you will be responsible for overseeing and managing all administrative, logistics, and operational support functions across the assigned region. You will ensure that all facilities, resources, and processes are aligned with organizational policies and regional goals.Key Responsibilities:1. Administrative & Operational Management

• Oversee the administration of all offices and facilities within the region.
• Ensure the implementation of policies, procedures, and compliance with organizational standards.
• Manage office infrastructure, utilities, and administrative services for smooth operations.
• Supervise and guide admin and logistics staff at district and field levels.

2. Logistics & Procurement Oversight

• Lead the regional procurement process, ensuring transparency and efficiency.
• Ensure timely supply and distribution of office, project, and operational materials.
• Monitor inventory management and asset tracking to prevent shortages or misuse.
• Oversee vehicle fleet management, including allocation, maintenance, and fuel monitoring.
• Ensure that logistics operations comply with donor and organizational regulations.

3. Human Resource & Staff Management

• Support HR functions such as staff records management, attendance tracking, and leave approvals at the regional level.
• Ensure regional office staff have the necessary resources and working environment.
• Conduct staff capacity building in administration and logistics.
• Resolve administrative grievances and ensure proper workplace ethics and discipline.

4. Facility & Security Management

• Ensure the safety and security of office premises, assets, and staff.
• Implement security protocols, emergency preparedness, and disaster response measures.
• Liaise with law enforcement or security agencies when necessary.
• Oversee maintenance, repairs, and workplace safety compliance.

5. Reporting & Compliance

• Prepare and submit administrative and logistics reports to regional and head offices.
• Ensure compliance with legal and regulatory requirements.
• Conduct periodic evaluations of administrative and logistics processes.
• Maintain records and documentation for audits and performance reviews.

Deliverable:

• Well-maintained and operational office facilities across the region
• Compliance with organizational policies and procedures
• Efficient office infrastructure, utilities, and administrative services
• Supervised and guided admin and logistics staff at district and field levels
• Procurement & Supply Chain Management
• Transparent and efficient procurement processes
• Timely supply and distribution of office, project, and operational materials
• Proper inventory management and asset tracking reports
• Optimized vehicle fleet allocation, maintenance, and fuel monitoring
• Compliance with donor and organizational logistics regulations
• Smooth logistics operations ensuring project efficiency
• Well-maintained staff records, attendance, and leave tracking
• Adequate office resources and a conducive working environment
• Capacity-building sessions conducted for admin and logistics staff
• Workplace Ethics, Safety & Security
• Resolved administrative grievances and maintained workplace discipline
• Secure office premises, assets, and staff with implemented security protocols
• Emergency preparedness and disaster response measures in place
• Functional maintenance and workplace safety standards met
• Timely submission of administrative and logistics reports
• Legal and regulatory compliance ensured
• Periodic evaluations conducted and documented for audits

Payment Terms:ü Payments will be processed within 30 days of invoice submission.ü The consultant is required to work in person at the office for full week.ü The contract is deliverable based but should allow for some light additional support as requested by the CRS/SPHF Program Team Leader.ü This position requires 50% field travel by the consultant.Reporting relationshipsThe Admin and Logistics Officer will be in contact to Project Manager directly and will collaborate closely with Cluster Manager and other relevant field staff and local implementing partners to ensure the efficient execution of logistical and administrative tasks. Transport to and from the field will be provided by the organization during assignments.Duration of Contract:Contract duration for the assignment will be approximately 9 months and duration may increase or decrease depending upon the completion of task.Key Competencies & Skills Required:ü Strong leadership and decision-making skills.ü Excellent administrative and operational management experience.ü Knowledge of procurement, logistics, and facility management.ü Strong financial and budgeting acumen.ü Proficiency in MS Office and administrative software.ü Strong communication and interpersonal skills.ü Problem-solving abilities and the ability to work under pressure.Note: These are SPHF based positions, and CRS is only supporting the recruitment process.

Expected salary:

Location: Karachi, Sindh

Job date: Wed, 19 Mar 2025 04:30:50 GMT

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