Admin Assistant

Introduction: Ipas Pakistan is an international non-governmental organization (INGO) which works to assist the Government of Pakistan in achieving the country’s commitment towards the Sustainable Development Goal 3 (good health and wellbeing). It seeks to reduce maternal mortality and morbidity associated with complications due to unsafe practices. We collaborate with provincial governments to provide technical assistance and support for strengthening the public and private healthcare system. Ipas is seeking to hire a competent Admin Assistant to join its Administration team in its Islamabad-based head office. Job Summary: The Admin Assistant is responsible is responsible for providing efficient administrative, logistical, and office support services to ensure the smooth functioning of the office. The position supports office administration, fleet coordination, travel and event logistics, facility management, inventory control, and vendor coordination while supervising cleaning and kitchen staff to maintain a safe, clean, and well-organized working environment. Success in this role requires strong organizational skills, attention to detail, a customer-service orientation, and the ability to manage multiple priorities while ensuring compliance with Ipas policies, procedures, and financial controls.1. Office AdministrationEnsure the office premises are clean, functional, safe, and well maintained.Coordinate routine office maintenance and repairs.Monitor office supplies and coordinate timely replenishment.Maintain administrative records and filing systems in both electronic and hard copy formats.Support incoming and outgoing correspondence, courier services, and document distribution.Assist in organizing meetings, workshops, and office events.Coordinate meeting room bookings and ensure meeting facilities are properly arranged.2. Logistics CoordinationCoordinate local transportation requirements for staff, consultants, and visitors.Assist in travel logistics, including hotel bookings, airport transfers, and travel arrangements in accordance with organizational policies.Coordinate shipment, receipt, and distribution of office materials and program supplies.Maintain logistics records and supporting documentation.Assist in organizing logistics for training sessions, workshops, conferences, and organizational events.Coordinate vehicle scheduling in collaboration with designated drivers or transport service providers.3. Procurement Support Support the Procurement and Administration Officer in obtaining quotations and preparing procurement documentation.Follow up with vendors regarding deliveries and service completion.Maintain procurement files and vendor documentation.Verify receipt of goods and services and ensure supporting documentation is complete.Assist in maintaining an updated supplier database.4. Inventory and Asset Management Maintain records of office inventory and assets.Conduct periodic physical inventory verification.Ensure office equipme...