Office Aide

International Rescue Committee; Malakand Division; On-site; PKR 400,000 - 650,000; Full time

Job summary

International Rescue Committee in Pakistan seeks an Office Support role to maintain supplies, manage documents, and assist in daily operations within the NGO environment.

Two years of relevant experience and matriculation are required, with higher qualifications seen as an advantage. The role involves coordinating meetings, events, and logistics while supporting the Supply/Administration functions in Upper Dir/Kohat districts.

Qualifications

• Matriculation/Secondary education required; higher qualifications are an advantage.
• Minimum two years of relevant experience in office administration, facilities support, or operational support in NGO/INGO.

Responsibilities

• Maintain stationery stocks and distribute supplies according to IRC policies.
• Document distribution and usage; identify quality or usage issues.
• Report maintenance requests to the main office using required forms.
• Photocopy, collate, sort and distribute documents and ensure devices are stocked and functional.
• Identify and report office equipment maintenance problems; keep toner and paper stocked.
• Perform office support and messenger duties, including delivery and collection of documents.
• Support arranging meetings, trainings, and events with required materials and logistics.
• Prepare meeting rooms with multimedia and necessary documents.
• Assist in coordinating and managing office vehicles as needed.
• Process utilities bills and maintain records of expenditures.
• Any other tasks as assigned by the supervisor.

Skills

Attention to detail

Communication skills

Interpersonal skills

Independent work

Record keeping

Education

Matriculation / SSC

Job description

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

About The Position

The International Rescue Committee is initiating a Protection focused project in five districts of Khyber Pakhtunkhwa funded by IOM. The initial duration of the project is 6.5 months with possible further extension. The project works toward one overarching outcome: improved access to legal support, case management, and community-based protection services, alongside stronger community structures to prevent and respond to protection risks.

Four outputs deliver this: community-based protection mechanisms that expand awareness and access to services; case management and referral pathways for at-risk individuals; legal services, including counsel and representation; and a protection monitoring framework to systematically capture and track protection risks.

Major Responsibilities

• Maintain stationery stocks and distribute stationery supplies in accordance with IRC policies and procedures.
• Document the distribution and usage of stationary supplies. Help to identify problems with the quality, appropriateness and usage of supplies and materials.
• Report all necessary maintenance requests timely to the main office administration on given forms for this purpose.
• Photocopy, collate, sort and distribute documents, as requested. Help to ensure that photocopy machines /printers are maintained and used properly.
• Identify and report maintenance problems. Keep photocopy machines stocked with paper and supplied with toner.
• Perform assigned office support and messenger duties, including delivery and collection of documents and materials.
• Participate in professional training and development activities, as needed, or requested.
• Assist cook in meal preparation.
• Perform other duties as assigned.
• Timely Submission of utilities bills.
• Ensure Proper maintenance of office equipment’s and troubleshoot when need.
• Support the Supply Chain Officer in the timely procurement of office supplies and other petty cash items.
• Collect and submit supporting documents and receipts for petty cash expenditures on a daily basis.
• Support the Supply Chain Officer in coordinating and managing office pool vehicles as required.
• Assist in organizing in-house events, trainings, workshops, and meetings, and arrange required materials and logistics.
• Prepare meeting rooms for meetings and ensure multimedia and all necessary documents are present before meeting.
• Maintain back-up supplies of water, as needed.
• Any other task assigned by supervisor.

Key Working Relationships

Position Reports to: Supply Chain Officer at Upper Dir/Kohat.

Job Requirements

Education

Minimum Matriculation (Secondary School Certificate); higher qualifications will be an added advantage.

Work Experience

Minimum two (02) years of relevant experience in office administration, facilities support, or operational support functions, preferably with an NGO, INGO, or private-sector organization.

Demonstrated Skills and Competencies

• Good health and personal hygiene.
• Demonstrated cleaning skills.
• Responsiveness to direction and willingness to learn.
• Ability to work independently and manage competing priorities.
• Basic understanding of office administration and support functions.
• Ability to maintain records and documentation accurately.
• Good interpersonal and communication skills.
• Ability to work independently and prioritize tasks effectively.
• Willingness to learn and respond positively to supervision.
• Basic troubleshooting skills for office equipment are desirable.

Previous experience in a similar office support role with an NGO, INGO, or development sector organization will be an added advantage.

Gender Equality

IRC recognizes that gender equality is fundamental to the achievement of our organizational mission. As such, IRC is committed to the promotion of gender equality in all aspects of our operations and programs. Our organizational policies, procedures and actions demonstrate this commitment. Women candidates are highly encouraged to apply.

Note: The interviews will be conducted on rolling basis, and only shortlisted candidates will be called for an interview.

Professional Standards

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.