Support & Facility Management Officer

Aga Khan Health Service, Pakistan is looking for a seasoned and dynamic Support & Facility Management Officer under GAVI-SNIP Project for Karachi.

The incumbent will oversee the planning, coordination, and execution of administrative and facility management operations, playing a pivotal role in ensuring the efficient delivery of high-quality services. This position requires close collaboration with stakeholders to provide comprehensive support across all administrative functions. Additionally, the incumbent will fulfill responsibilities assigned by the reporting Managers contributing to the effective implementation of objectives.

Key Responsibilities

• Lead and manage facility management and support services, ensuring smooth day-to-day operations.
• Ensure Supervise the administration, operations, maintenance, and infrastructure management to ensure efficiency and compliance.
• Maintain regular communication with the team and prepare detailed monthly/quarterly reports on operational achievements.
• Oversee the upkeep of the office, ensuring assets and equipment are maintained and in good working order.
• Plan, organize, and provide logistical support for workshops, seminars, and staff travel arrangements.
• Manage the procurement process for administrative supplies, including printing, stationery, and other office needs.
• Coordinate with vendors for various requirements and services, ensuring timely delivery and high-quality standards.
• Request and evaluate quotations from vendors, negotiating favorable terms and pricing.
• Ensure that reliable and reputable vendors are identified, maintaining strong and effective vendor relationships.
• Develop and oversee budgets for service contracts, equipment, supplies, and other operational needs.
• Ensure timely acquisition, distribution, and storage of supplies relevant to administrative functions.
• Manage vehicle operations, including maintaining accurate and updated vehicle logbooks.
• Monitor the facility regularly to ensure a safe, secure, and productive work environment.
• Contribute to team efforts by maintaining a strong understanding of the organization’s mission and objectives, working collaboratively with all team members.
• Assist in improving administrative processes by implementing innovative solutions and optimizing existing workflows.
• Ensure compliance with all organizational policies and procedures, with a focus on enhancing operational efficiency.
• Maintain confidentiality and professionalism when handling sensitive information and issues.
• Ensure the completion of all tasks assigned by line managers and proactively address any concerns or obstacles.

Education, Experience & Competencies

• A Bachelor’s degree in Administration, HR, Finance, or a related field is required, with preference given to candidates holding a Master’s degree.
• At least 3 to 5 years of experience working in the field of Admin and Support Function.
• Thorough knowledge and understanding of supporting the administration function in an international context.
• Ability to deal with the people at all levels of the organization in a professional and competent manner.
• Effective time management and ability to prioritize and plan your own work to meet designated deadlines.
• Strong communication and correspondence abilities in both written and spoken English and Urdu are important, while proficiency in Sindhi language is considered an advantage.
• Knowledge of administrative and clerical procedures and systems.
• Ability to work under pressure, can work on multiple projects at one time and in team setting.
• Good time management skills and ability to meet deadlines.
• Must be comfortable in using word processing software, MS Office and other inventory related software.

“Due to urgency, this vacancy may be filled before the due date. Therefore, don’t wait for the deadline as the applications will be scrutinized/reviewed on rolling basis.”

AKHS is committed to reducing our impact on climate and the environment and have set ourselves the goal of striving for net-zero carbon operations by 2030. All staff is expected to take part in making this a reality. The Support & Facility Management Officer is expected to identify and understand which aspects of his/her work have most impact on the environment, and define tasks, work, and personal goals within his/her work plan to reduce these impacts and bring AKHS closer to net zero.