Administrative Assistant - Pakistan

Job Description

CDM Smith has been awarded a task order with the United States Agency for International Development (USAID) to provide technical services to implement the Architect-Engineer (A-E) Services for Independent Quality Assurance and Milestone Certification Services for USAID?s FATA Infrastructure Project (FIP) and Khyber Pakhtunkhwa Reconstruction Program (KPRP) in the Federally Administered Tribal Areas (FATA) and Khyber Pakhtunkhwa (KPK). CDM Smith?s contract is referred to as the A-E FIP & KPRP project.Reporting to the Peshawar-based Security and Administrative Manager, the Administrative Assistant will be part of a team of long-term and short-term professionals implementing the A-E FIP & KPRP project. The Administrative Assistant will perform a variety of administrative duties in compliance with CDM Smith and USAID policies and procedures. Generally, the Administrative Assistant will be responsible for providing general administration support to the office and its staff, under the direct supervision of the Security and Administrative Manager, as described below.General Responsibilities:? Receive visitors coming for arranged appointments, inform and direct them to the correct personnel.? Interact with outside visitors (clients, subcontractors, vendors, laborers, etc.) to convey information, to schedule appointments with the proper personnel and receive/transfer documents.? Ensure operation of telephones, copiers, scanners, and fax machines.? Provide photocopying, scanning, binding and general office assistance when required.? Assist administrative and technical staff with typing, formatting, filing, scanning, and dispatching letters and correspondence.? Arrange meetings, book, and prepare meeting rooms and facilitate participants.? Arrange hotel/guest house bookings for visiting local and expatriate staff.? Provide support to purchase equipment from local market.? Arrange and handle multimedia operations.? Facilitate meetings of senior staff in Conference Room.? Distribute reading materials to participants of trainings, workshops, etc.? Schedule services to ensure vehicles are in good working condition (functional seat belts, spare tires, bottled water, fire extinguisher, tool kit, roadside warning triangles, etc.)? Maintenance of records for vehicle information and separate logs of each vehicle.? Vehicle Maintenance including replacement of parts/oils on time.? Manage drivers? attendance, performance and oversee logbooks are kept in good order. Coordinate driver lunch breaks ensuring a vehicle is available for staff.? Submit Weekly Visit and Vehicle Tracking Log to all Managers for reconciliation.Inventory Responsibilities:? Arrange stationery and other office supplies in accordance with established minimum and maximum stock levels, projected usage, and estimated date of delivery.? Listing and maintaining inventory of non-expendable property. Maintaining systems for the appropriate use of expendable supplies and purchases.? Verify receipt of stock ordered reconciling any discrepancies on invoices with vendors; compute unit prices for stock received and record all receipt and pricing information in inventory record book.? Inspect all received assets/materials for compliance with purchase order.? Maintain inventory/assets record.? Maintain security of stored items/material.? Assign project tags to expendable property in accordance with USAID branding and marking requirements.? Prepare periodic inventory reports.Documentation Responsibilities:? Maintain the Admin/Security filing system allowing documents to be easily traceable.? Maintain project and administrative files in hard copy and scanned copy placed on project drive.? Handle all incoming and outgoing mail (including registration and distribution to staff).? Coordinate with document originators and/or intended recipients to resolve discrepancies and compile required changes to the documents.? Post changes to computerized and manual control record of Administration/Security and release documents and notifications to staff as advised.? Prepare requests for the reproduction of documents, reports, and memorandums.? Prepare and distribute receipt acknowledgments on all outgoing and incoming mail.? Arranging for international and domestic post and deliveries.? Complete time sheets and expense reports for lower staff.Minimum Qualifications? Graduate with minimum 5 years relevant experience in similar environment and trainings or equivalent combination of education & experience.? Ability to relate well to the public, in person and on the telephone.? Diplomatic, tactful, creative, discreet, flexible, resourceful, dependable, well-organized, friendly, emotionally mature and professional.? Able to work effectively with multiple supervisors, and to balance and prioritize multiple requests.? Ability to read and interpret documents such as letters, memos, transmittals in soft and hard form.? Experienced in handling complex tasks.? Effective office, clerical/secretarial, time management and organizational skills.? Computer literate. Well versed with Windows and MS Office suite.? Strong written and oral communication skills in English and Urdu is required

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