ASSISTANT MANAGER ADMINISTRATION

Pakistan Centre for Philanthropy; Karachi Division; On-site; PKR 1,200,000 - 1,800,000; Full time

Job summary

Pakistan Centre for Philanthropy seeks an Assistant Manager Administration to oversee day-to-day office operations, facilities, and administrative staff in Karachi.

The role requires a Bachelor’s or Master’s in Business/Admin, 3–5 years NGO/INGO experience, and strong MS Office skills. You will coordinate procurement, vendor relations, and implement policies while ensuring cost-effective operations across multiple locations.

Qualifications

• Bachelor’s or Master’s degree in Business Administration, Public Administration, Management, or related field from an HEC-recognized institution.
• Additional certification/diploma in Administration, Office Management, or related field will be an advantage.
• Minimum 3–5 years of relevant professional experience in administration, preferably in an NGO/INGO, healthcare, education, or corporate organization.
• Experience in supervising administrative/support staff and managing office operations.
• Hands-on experience in procurement coordination, facilities management, transport, security, maintenance, and vendor management.

Responsibilities

• Manage and supervise day-to-day administrative operations of the organization.
• Ensure smooth functioning of offices, centres, and facilities.
• Supervise administrative and support staff and monitor their attendance, discipline, and performance.
• Coordinate office maintenance, repairs, utilities, cleaning, security, and other facility-related matters.
• Coordinate with Supply Chain/Procurement for administrative purchases and requirements.
• Manage and monitor office assets, furniture, equipment, and inventory records.
• Coordinate transportation, vehicles, drivers, fuel, and related administrative requirements.
• Liaise with vendors, contractors, service providers, and relevant departments.
• Ensure timely renewal and maintenance of office/service agreements where required.
• Maintain proper administrative records, files, registers, and documentation.
• Support the development and implementation of administrative policies and procedures.
• Monitor office expenses and ensure cost-effective utilization of resources.
• Prepare administrative reports, summaries, and updates for management.
• Coordinate with HR regarding staff-related administrative matters.
• Ensure compliance with organizational policies, procedures, and applicable rules.
• Handle administrative issues and provide timely solutions.
• Support management in events, meetings, workshops, trainings, and other organizational activities.
• Perform any other administrative duties assigned by management.
• Strong administrative and organizational skills.
• Excellent communication and interpersonal skills.
• Good leadership and team management abilities.
• Strong coordination and follow-up skills.
• Good problem-solving and decision-making skills.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Good command of MS Office, particularly Word and Excel.
• Strong report writing and documentation skills.
• Ability to maintain confidentiality and handle sensitive organizational information.
• Professional attitude with strong attention to detail.

Skills

Administrative skills

Communication skills

Leadership

Team management

Coordination

Problem-solving

Decision-making

Report writing

Documentation

Education

Bachelor’s or Master’s degree in Business Administration/Management/Public Administration or related field

HEC-recognized institution

Additional certification/diploma in Administration/Office Management

Tools

MS Office

Job description

JOB VACANCY – ASSISTANT MANAGER ADMINISTRATION

Qualification

• Bachelor’s or Master’s degree in Business Administration, Public Administration, Management, or a related field from an HEC-recognized institution.
• Additional certification/diploma in Administration, Office Management, or related field will be an advantage.

Experience

• Minimum 3–5 years of relevant professional experience in administration, preferably in an NGO/INGO, healthcare, education, or corporate organization.
• Experience in supervising administrative/support staff and managing office operations.
• Hands-on experience in procurement coordination, facilities management, transport, security, maintenance, and vendor management.

Key Responsibilities

• Manage and supervise day-to-day administrative operations of the organization.
• Ensure smooth functioning of offices, centres, and facilities.
• Supervise administrative and support staff and monitor their attendance, discipline, and performance.
• Coordinate office maintenance, repairs, utilities, cleaning, security, and other facility-related matters.
• Coordinate with Supply Chain/Procurement for administrative purchases and requirements.
• Manage and monitor office assets, furniture, equipment, and inventory records.
• Coordinate transportation, vehicles, drivers, fuel, and related administrative requirements.
• Liaise with vendors, contractors, service providers, and relevant departments.
• Ensure timely renewal and maintenance of office/service agreements where required.
• Maintain proper administrative records, files, registers, and documentation.
• Support the development and implementation of administrative policies and procedures.
• Monitor office expenses and ensure cost-effective utilization of resources.
• Prepare administrative reports, summaries, and updates for management.
• Coordinate with HR regarding staff-related administrative matters.
• Ensure compliance with organizational policies, procedures, and applicable rules.
• Handle administrative issues and provide timely solutions.
• Support management in events, meetings, workshops, trainings, and other organizational activities.
• Perform any other administrative duties assigned by management.
• Strong administrative and organizational skills.
• Excellent communication and interpersonal skills.
• Good leadership and team management abilities.
• Strong coordination and follow-up skills.
• Good problem-solving and decision-making skills.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Good command of MS Office, particularly Word and Excel.
• Strong report writing and documentation skills.
• Ability to maintain confidentiality and handle sensitive organizational information.
• Professional attitude with strong attention to detail.

Preferred Qualities

• Proactive and responsible approach to work.
• Ability to independently manage administrative matters.
• Strong negotiation and vendor coordination skills.
• Ability to work effectively with staff at different levels.
• Experience working in a multi-location organization will be an advantage.

Requirements

• Requires you to add current salary information.

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