Administrative Assistant - Lahore

Pathfinder Overview:

Pathfinder International is a global leader in sexual and reproductive health. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve.

Project Overview:

The Building Healthy Families (BHF), funded by the US Agency for International Development (USAID), seeks to improve health outcomes in Pakistan by strengthening primary health care systems to encourage use of voluntary family planning (FP) and reproductive, maternal, newborn, and child health (RMNCH) services. The project works closely with Sindh, Khyber Pakhtunkhwa & Punjab provincial governments and private-sector providers to assist the Government of Pakistan with achieving its FP2030 goals. BHF contributes to a higher-performing health system that is prepared to handle pandemics, and is more responsive to the needs of Pakistanis, especially women, children, and youth, disadvantaged and marginalized populations.

The project expands the delivery of FP/MNCH products and services through private and public community-based providers. It tests new and existing high-impact practices, working with the government to scale up those that are most effective.

Beyond the project’s focus on women and girls, BHF reaches married men and youth so that they can knowledgably communicate about, demand, and use essential services. This includes working with health providers to test, refine, and scale up youth engagement and counselling models. Additionally, BHF applies innovative, evidence-based social and behaviour change interventions with young individuals and couples, and men.

Job Summary:

Under the USAID Building Healthy Families Activity, this position will be based in Lahore and primarily responsible for administrative management and coordination for Punjab's programmatic activities. The position shall manage and coordinate administrative services functions to ensure efficient operations in compliance with USAID regulations and processes. Manage all administrative functions for USAID Building Healthy Families’ regional office, including, but not limited to, facilities management and security, services and supplies procurement and vendor management, travel, domestic business, all-staff meetings, and document management. Develop, review, distribute and maintain all administrative office procedures, including, but not limited to, travel, records retention, mail handling, fax receipt and distribution, facilities management, parking and office assignments.

Key Job Outcomes:

Procurement Support

• Ensure all procurement processes and regulations are followed in accordance with donor requirements.
• Ensure documentation of all procurement processes and filing accordingly.
  
  
  

Administrative Support

• Support Admin & Procurement Specialist and Operations Manager with the preparation of RFQ and RFP, bids and proposal evaluation, purchase order etc.
• Support management in the identification of vendors and required resources at project districts and Provincial office.
  
  
  

Logistics

Plan and support all logistics for evaluation activities, training, capacity assessments, learning events, schedules and calendars and other project activities. Ensure smooth operations of all activities by coordinating with drivers, translators, interpreters, venues, caterers, suppliers, activity-specific logisticians. Mobilize staff and consultants by arranging travel and lodging.

Event Management

• Work with Punjab office staff to manage all Punjab events.
• Maintain records of all events for budgetary and financial documentation purposes.
  
  
  

Record Keeping

• Complete various forms including purchase requisitions, shipping requests, requests for absence, travel expense reports, requests for payment, consultancy agreements and work orders.
• To undertake the function of stock taking and confirm the periodic stock on a regular basis by working closely with the admin manager.
• Office Security Plan.
• Supports the execution of the established office security plans.
  
  
  

Education And Work Experience

• Bachelor’s degree in business, logistics management, or equivalent; or a combination of education and experience that yields the minimally required competencies.
• 3 to 5 years work experience in a non-profit organization.
• Foundational knowledge of USAID rules and regulations.
• Foundational knowledge of MS Office products, including MS Word, Excel, Outlook, and PowerPoint.
  
  
  

Minimally Required Job-Specific Competencies

• Logistics Practices: Foundational knowledge of logistics standards and guidelines.
• Mail Distribution Procedures: Ability to distribute mail according to accepted practices and procedures.
• Record Keeping: Ability to complete forms and reports and file them according to accepted policy and procedures.
• Coordination: Ability to coordinate events and meetings. Coordinate office activities and operations to secure efficiency and compliance to company policies.
• Research Methods: Foundational knowledge and ability to conduct research on assigned topics.
• Writing and Editing: Ability to create and edit correspondence, reports and other forms of documentation.
• Officer Administration: Supporting senior management and supervising administrative department activities for staff members.
  
  
  

Minimally Required Organizational Competencies

• Languages: Advanced writing and speaking skills using local language and English language
• Communication: Advanced oral and written communication skills. Foundational knowledge of report writing.
• Influencing and Customer Service Skills: Proven ability to influence using diplomacy skills with key stakeholders. In-depth demonstrated customer service skills.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and consistently accurate, manage stress effectively in a fast-paced environment and quickly learn new systems, processes and procedures and adapt local practices to global standards.
• Matrix Management: Ability to thrive in a matrixed organization.
• Confidentiality: Ability to maintain confidentiality on work related matters.
• Presentation Skills: Proven ability to make presentations on results and products to small and large groups.
  
  
  

Preferable Competencies

• Sexual and Reproductive Health and Rights Services: Foundational knowledge of family planning and reproductive health principles, practices, and services, including strategies and indicators.
• Passion for Sexual and Reproductive Health Services: Commitment to family planning, reproductive health services, gender, maternal, and child health services, and eradication of harmful traditional practices.
  
  
  

Other Information

• Travel required (10% or less)
• Ability to use cellular, laptop or desktop computer.
• This job description format focuses on the main duties of the position and is not intended to list every potential task or assignment.
• Duties can and will change to meet the changing priorities of the department and organization.
  
  
  

Application Procedure / How To Apply

• Interested applicants are requested to include the contact details for at least 3 references in their resume.
• Please submit your application no later than January 14, 2025.
  
  
  

Equal Employment Opportunity Employer Statement

Pathfinder International provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Safeguarding and Protection Statement

Pathfinder is committed to the safeguarding and protection of the people we serve and our staff. We have zero tolerance for any type of behavior that inflicts harm on children, young people, adults, our staff, and partners including sexual abuse, harassment, bullying, and exploitation. We do everything possible to ensure that we recruit only those who are suitable to work with us. We expect that everyone we hire will abide by our safeguarding and related policies and will report any suspected or known violations. This job is subject to a range of vetting checks as legally permitted in the country where they are being hired. By applying, the job applicant acknowledges they understand our intent to verify suitability to work with us.