Admin Officer

Itacec; Karachi Division; On-site; PKR 1,200,000 - 2,000,000; Full time

Job summary

Idara-e-Taleem-o-Aagahi (ITA) seeks an experienced professional to manage regional administration, procurement, logistics, and facility operations. You will coordinate supplier selection, draft contracts, maintain records, and ensure compliant procurement practices.

Your role involves overseeing budgets, SLAs, travel logistics, and coordination with program teams to ensure timely, high-quality service delivery. Strong negotiation and relationship skills are essential.

Qualifications

• 3–5 years of experience in administration, procurement, logistics, and office operations.
• Experience in development sector preferred.
• Familiarity with procurement policies, supplier evaluation, and SLAs.
• Strong negotiation and vendor management capabilities.

Responsibilities

• Oversee regional administrative, procurement, logistics, and facility management functions to ensure smooth office operations.
• Coordinate the selection of suppliers and contractors in compliance with ITA’s procurement policies, ethical standards, sustainability principles, and cost-effectiveness.
• Prepare and manage Service Level Agreements (SLAs), purchase orders, and vendor contracts while monitoring supplier performance and ensuring timely reporting.
• Maintain and update vendor records, procurement documentation, and inventory records with proper verification and filing.
• Coordinate office maintenance, asset management, travel arrangements, utilities, and general administrative support.
• Collaborate with program and support teams to identify procurement and operational requirements, ensuring timely and quality service delivery.
• Monitor procurement and administrative expenditures within approved budgets and maintain accurate financial and procurement records.
• Build and maintain strong relationships with vendors, service providers, and other stakeholders to ensure uninterrupted operational support.
• Ensure compliance with organizational policies, donor requirements, and procurement procedures.
• Identify operational gaps and recommend process improvements to enhance efficiency, transparency, and service quality.

Skills

Negotiation

Vendor management

Relationship building

Organizational skills

Multitasking

Time management

Communication skills

Contract management

Procurement processes

Microsoft Office

Tools

Microsoft Office

Job description

Experience: 3–5 years of relevant experience in administration, procurement, logistics, and office operations within a reputable organization, preferably in the development sector.
Job Responsibilities:

• Oversee regional administrative, procurement, logistics, and facility management functions to ensure smooth office operations.
• Coordinate the selection of suppliers and contractors in compliance with ITA’s procurement policies, ethical standards, sustainability principles, and cost-effectiveness.
• Prepare and manage Service Level Agreements (SLAs), purchase orders, and vendor contracts while monitoring supplier performance and ensuring timely reporting.
• Maintain and update vendor records, procurement documentation, and inventory records with proper verification and filing.
• Coordinate office maintenance, asset management, travel arrangements, utilities, and general administrative support.
• Collaborate with program and support teams to identify procurement and operational requirements, ensuring timely and quality service delivery.
• Monitor procurement and administrative expenditures within approved budgets and maintain accurate financial and procurement records.
• Build and maintain strong relationships with vendors, service providers, and other stakeholders to ensure uninterrupted operational support.
• Ensure compliance with organizational policies, donor requirements, and procurement procedures.
• Identify operational gaps and recommend process improvements to enhance efficiency, transparency, and service quality.

Key Skills and Competencies

• Strong negotiation, vendor management, and relationship-building skills.
• Excellent organizational, multitasking, and time management abilities.
• Proficiency in procurement, administration, and logistics management.
• Knowledge of sustainable procurement practices and ethical procurement standards.
• Ability to manage multiple priorities and meet tight deadlines effectively.
• Strong written and verbal communication skills.
• Sound understanding of procurement processes, contract management, and administrative compliance.
• Proficiency in Microsoft Office and administrative record management.

We proactively encourage individuals from marginalized groups (e.g., minorities, persons with disabilities, and women from remote or underprivileged areas) to apply.

Idara-e-Taleem-o-Aagahi (ITA) maintains a zero-tolerance policy towards harassment, violations of safeguarding principles, and sexual exploitation and abuse (SEA).