Office Aide

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

Job summary

The International Rescue Committee (IRC) is seeking an Office Administrator to support daily operations at Multan. The role focuses on stock management, document handling, and basic facilities support within a humanitarian NGO context.

Responsibilities include maintaining stationery, processing invoices and utilities, coordinating with the Supply Chain Officer, preparing meeting rooms, and assisting in events and logistics.

Qualifications

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

Responsibilities

• Maintain stationery stocks and distribute stationery supplies in accordance with IRC policies and procedures.
• Document the distribution and usage of stationery supplies; identify problems with quality, appropriateness and usage of supplies and materials.
• Report maintenance requests timely to the main office administration.
• Photocopy, collate, sort and distribute documents and ensure printers are maintained.
• Identify and report maintenance problems; keep photocopy machines stocked with paper and toner.
• Perform assigned office support and messenger duties, including delivery and collection of documents and materials.
• 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.
• Support the Supply Chain Officer in timely procurement of office supplies and petty cash items.
• Collect and submit supporting documents and receipts for petty cash expenditures daily.
• Assist in coordinating and managing office pool vehicles as required.
• Note: Interviews will be on rolling basis; shortlisted candidates will be called.

Skills

Health awareness

Cleaning skills

Interpersonal skills

Communication skills

Independence

Prioritization

Record keeping

Office admin basics

Willingness to learn

Troubleshooting

Education

Matriculation (SSC)

Job description

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.

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 Multan.

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.

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.