Enter a job title or keyword
Admin Assistant
Job Location:
Monthly Salary:
Posted:
6 August 2026 (12 hours ago)
Posted:
Application Deadline:
3 November 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
Introduction:
Ipas Pakistan is an international non-governmental organization (INGO) which works to assist the Government of Pakistan in achieving the countrys 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.
Ipas Pakistan is an international non-governmental organization (INGO) which works to assist the Government of Pakistan in achieving the countrys 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 Administration
- Ensure 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 Coordination
- Coordinate 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 equipment and furniture are properly tagged and recorded.
- Report damaged or missing assets promptly.
- Support annual inventory and asset verification exercises.
5. Facility Management
- Monitor office utilities including electricity internet water supply and office equipment.
- Coordinate preventive maintenance for office equipment.
- Liaise with landlords building management and service providers regarding facility-related issues.
- Ensure compliance with workplace health safety and security procedures
6. Supervision of Cleaning and Kitchen Staff
- Supervise the daily work of cleaning and kitchen staff.
- Prepare work schedules and allocate daily tasks.
- Monitor cleanliness hygiene and upkeep of office facilities.
- Ensure kitchen and pantry supplies are adequately stocked.
- Monitor staff attendance performance and adherence to office standards.
- Provide on-the-job guidance and recommend performance improvements where necessary
7. Vendor and Service Provider Coordination
- Coordinate routine services including cleaning supplies maintenance utilities courier services and catering.
- Monitor vendor performance and report service issues.
- Ensure timely submission of invoices and supporting documentation for payment processing
8. Compliance and Documentation
- Ensure administrative and logistics activities comply with organizational policies and donor requirements.
- Maintain confidentiality of organizational information.
- Keep accurate administrative records and documentation for audit purposes.
- Support internal and external audits by providing required documentation.
9. Other Responsibilities
- Provide administrative support during emergency responses or organizational events.
- Assist with orientation and logistical arrangements for new staff.
- Perform any other duties assigned by the Procurement and Administration Officer.
Requirements:
Education:
Bachelors degree in business administration Management Supply Chain Management Logistics or a related field.
A diploma with relevant experience may be considered.
Experience:
- Minimum 3 years of relevant experience in administration logistics or operations preferably within an INGO NGO or development organization.
- Experience coordinating office administration and logistics.
- Experience supervising support staff is desirable.
Knowledge and Skills:
- Good understanding of office administration and logistics processes.
- Basic knowledge of procurement procedures.
- Strong organizational and time management skills.
- Good communication and interpersonal skills.
- Ability to prioritize multiple tasks and meet deadlines.
- Proficiency in Microsoft Office applications particularly Word Excel Outlook and PowerPoint.
- Ability to maintain accurate records and documentation.
- Strong customer service orientation.
- Ability to work effectively with diverse teams.
Ipas is strongly committed to providing a work environment that is free from all forms of harassment discrimination and inequity. We recruit employ train promote and compensate our personnel without regard to race age sex religion national origin color creed ancestry citizenship caste ethnicity regional identity tribal identity marital status veteran status disability genetic information gender identity transgender status sexual orientation or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.
Required Experience:
Junior IC
