Admin Support Manager (ASM) – Malir & Landhi

The Citizen Foundation; Karachi Division; On-site; PKR 1,200,000 - 1,800,000; Full time

Job summary

The Citizen Foundation seeks an Area Manager to oversee 40 to 60 schools, supported by regional HR and various teams. The ASM will manage inventory, fleet logistics, repairs and maintenance, engage with communities and partners, and coordinate with civil departments as needed.

Key responsibilities include ensuring efficient operations, vendor coordination, site expansion, and strong donor relations to support school programs and safety initiatives.

Responsibilities

• Organize and maintain inventory stores by categorizing, labeling, and shelving items to ensure optimal accessibility and use.
• Conduct regular inventory audits and inventory counts to prevent overstocking and stockouts.
• Forecast demand accurately and ensure timely, need-based distribution of materials to schools.
• Hire, onboard, and train drivers to ensure compliance with organizational safety standards and transportation policies.
• Manage route planning for staff transport, ensure timely fuel entry and billing, and implement strategies for optimal fuel usage.
• Ensure Fuel limits of School vans are calculated more meticulously, and consumption tracking is done with vigilance
• Manage and report road accidents promptly, ensuring appropriate documentation and adherence to safety protocols.
• Assess vehicle requirements and develop effective utilization plans to maximize efficiency and cost-effectiveness.
• Identify vendors for vehicle repair and maintenance (VRM) services and ensure quality of work.
• Maintain detailed records by tracking and recording all VRM-related expenses.
• Coordinate the timely and compliant disposal of vehicles no longer in use, ensuring proper documentation and procedures.
• Plan and budget transport logistics for TCT/PQI visits, FB/QAT exams, and other activities organized by the Head Office, in coordination with relevant teams.
• Provide logistical and event management support for programs such as TCF School Awards, Rahbar Program, Summer Camps, and other Head Office-organized programs.
• Conduct comprehensive annual assessments of all schools to evaluate major and minor repair and maintenance needs as per the Maintenance Quality Index (MQI).
• Define the scope of work and prepare cost estimates for annual budget for minor R&M activities at schools; in coordination with Engg ACMs
• Identify and shortlist suitable vendors for R&M tasks. Supervise ongoing work to ensure quality standards are met in alignment with project expectations; in coordination with Zonal Fleet Administrator
• Oversee vendor payment processing and maintain accurate records of related expenses. Ensure timely closure of financial advances and compliance with reporting protocols.
• Coordinate with the Engr Department for timely and effective of major R&M activities at school.
• Identify potential school sites through personal research and references.
• Conduct comprehensive site surveys and organize visits or meetings with the Regional Manager (RM).
• Maintain and update digital records of all land surveys, ensuring accuracy and accessibility.
• Provide support in the site finalization process by preparing and submitting relevant documentation for internal and external approvals.
• Coordinate and manage all paperwork related to land acquisition, including documentation required by Donor Services and government departments. Ensure timely processing of legal formalities and smooth transfer of land ownership.
• Support the Engineering team in conducting surveys and soil testing for approved school sites.
• Liaise with contractors and the Engineering team to monitor construction progress, address any site-level issues, and ensure timely updates.
• Coordinate and accompany donors during school visits, ensuring a smooth experience.
• Share timely visit reports and key observations with the Regional Manager (RM) and the DJS Team.
• Foster strong relationships with the local community and build trust and support for the school. Assist in driving student admissions and improving attendance.
• Handle community related grievances empathetically, support local development projects, and proactively identify and mitigate potential conflicts.
• Engage with local government officials to build goodwill and secure support for school safety, resources, and to raise awareness about the organization’s work.

Job description

Area-level management is vital for effective functioning of schools. The Area Manager is responsible for overseeing 40 to 60 schools, supported by various teams. The regional HR team helps with staff recruitment, while the Accounts team aids the Area Manager in financial management. The Admin Support Manager (ASM) is responsible for efficiently supporting the AM in managing inventory, fleet logistics, repairs and maintenance, leading engagement with communities and partners, and resolving issues with civil official depts. including civil administration, revenue Depts, police etc.

Culture

• Consistently demonstrate TCF’s values and behaviors through actions and interactions with stakeholders, ensuring to cultivate the same culture among team members, school staff, and students. V&B in their day-to-day work.
• Foster and inculcate a culture of growth mindset and collaboration across all levels.

Inventory Management

• Organize and maintain inventory stores by categorizing, labeling, and shelving items to ensure optimal accessibility and use.
• Conduct regular inventory audits and inventory counts to prevent overstocking and stockouts.
• Forecast demand accurately and ensure timely, need-based distribution of materials to schools.

Fleet & logistics Management

• Hire, onboard, and train drivers to ensure compliance with organizational safety standards and transportation policies.
• Manage route planning for staff transport, ensure timely fuel entry and billing, and implement strategies for optimal fuel usage.
• Ensure Fuel limits of School vans are calculated more meticulously, and consumption tracking is done with vigilance
• Manage and report road accidents promptly, ensuring appropriate documentation and adherence to safety protocols.
• Assess vehicle requirements and develop effective utilization plans to maximize efficiency and cost-effectiveness.
• Identify vendors for vehicle repair and maintenance (VRM) services and ensure quality of work.
• Maintain detailed records by tracking and recording all VRM-related expenses.
• Coordinate the timely and compliant disposal of vehicles no longer in use, ensuring proper documentation and procedures.
• Plan and budget transport logistics for TCT/PQI visits, FB/QAT exams, and other activities organized by the Head Office, in coordination with relevant teams.
• Provide logistical and event management support for programs such as TCF School Awards, Rahbar Program, Summer Camps, and other Head Office-organized programs.

Repair & Maintenance

• Conduct comprehensive annual assessments of all schools to evaluate major and minor repair and maintenance needs as per the Maintenance Quality Index (MQI).
• Define the scope of work and prepare cost estimates for annual budget for minor R&M activities at schools; in coordination with Engg ACMs
• Identify and shortlist suitable vendors for R&M tasks. Supervise ongoing work to ensure quality standards are met in alignment with project expectations; in coordination with Zonal Fleet Administrator
• Oversee vendor payment processing and maintain accurate records of related expenses. Ensure timely closure of financial advances and compliance with reporting protocols.
• Coordinate with the Engr Department for timely and effective of major R&M activities at school.

Network Expansion

• Identify potential school sites through personal research and references.
• Conduct comprehensive site surveys and organize visits or meetings with the Regional Manager (RM).
• Maintain and update digital records of all land surveys, ensuring accuracy and accessibility.
• Provide support in the site finalization process by preparing and submitting relevant documentation for internal and external approvals.
• Coordinate and manage all paperwork related to land acquisition, including documentation required by Donor Services and government departments. Ensure timely processing of legal formalities and smooth transfer of land ownership.
• Support the Engineering team in conducting surveys and soil testing for approved school sites.
• Liaise with contractors and the Engineering team to monitor construction progress, address any site-level issues, and ensure timely updates.

Relationship Management

• Coordinate and accompany donors during school visits, ensuring a smooth experience.
• Share timely visit reports and key observations with the Regional Manager (RM) and the DJS Team.
• Foster strong relationships with the local community and build trust and support for the school. Assist in driving student admissions and improving attendance.
• Handle community related grievances empathetically, support local development projects, and proactively identify and mitigate potential conflicts.
• Engage with local government officials to build goodwill and secure support for school safety, resources, and to raise awareness about the organization’s work.