Administration • Responsible for supervising maintenance of a good filing system to control admin files including but not limited to, internal and external correspondence, contracts, and appropriate subject files; • Responsible for ensuring that the office is adequately equipped with necessary supplies and equipment; • Responsible for budget of administration and provide an estimation and revision of budget; • Responsible for supervise travel arrangements for DOPASI Foundation employees; • Responsible for ensuring events and their logistical arrangements for workshops; • Responsible for drafting official letters to ministries for registration and issuance of Visa’s; • Responsible for preparation of all give away’s and branding during the events; Procurement: • Responsible for ensuring efficient and timely procurement of good and services and distribution of goods at programs sites; • Responsible for preparation of Bidding/ tender documents and provide inputs in TORs; • Responsible for evaluation of Bids/ Proposal’s; • Responsible for executing contracts with suppliers based on their assessed ability to provide high quality goods and services, short delivery time, and value for money; • Responsible for keeping track of contracts and update them before expiry; • Responsible for authorizing, verifying and Issuance of Purchase Orders; • Participate in all procurement activities and ensure compliance with DOPASI-OFSD Policy, Procedures and donor regulations; Human Resource Management: • Responsible for updating and implementing the human resource policies; • Supervise the human resource in DOPASI-OFSD to ensure their smooth recruitment, staff handling issues; • Responsible to oversee the recruitment and selection of qualified Programme field staff, recommend promotions, disciplinary action and termination of staff in consultation with supervisors; • Responsible for identifying the training needs with respective supervisors and arrange the training accordingly;

Administration:
• Serve as the officer in charge for Administration and procurement functions;
• Responsible for ensuring all administration and procurement policies are implemented and in accordance with HQ;
• Supervising all logistic arrangement for staff, including accommodation, transport, flight booking;
• Supervising arrangements of all office events, training, conferences and workshops;
• Responsible for ensuring renewal of contracts i.e. Hotels, Insurance companies, service providers;
• Responsible for ensuring functionality of all equipment; including building & electrical equipment’s;
• Responsible for clearance of all invoices from account’s;
• Responsible for providing administrational reports to HQ;
• Responsible for providing budget estimation to accounts and monitor the expenses and review them quarterly;
• Responsible for supervising Stationary items and kitchen items consumption;

Procurement:
• Manage Purchase Requests to ensure timely procurement & validation of payments;
• Responsible for ensuring that all goods/services procurement are in full compliance;
• Responsible for floating request for quotations, quotation collections, and arranging purchase committee meeting if needed;
• Responsible for ensuring market surveys for checking prices and availability of the products;
• Follow up with vendors for timely delivery;
• Track all assets & inventories & ensure periodic physical verification & assets count and ensuring that new assets are tagged regularly;
• Maintaining list of un-useful dead assets inventories, arrange approval from HQ and auction them.
• Serve as focal point for all office contracts / subcontracts;
• Serve as main point of contact for all vendors;
Fleet Management:
• Responsible and coordinate driver roasters with them;
• Responsible for ensuring vehicles are fully equipped with all tools, fire extinguishers, log books, maintenance sheets;
• Responsible for preparation of fuel consumption report;

Administration:
• Responsible for arranging logistic support for events including venue selection, room reservations, food arrangement, perdiums distributions;
• Responsible for ensuring all official vehicles are properly maintained and drivers are following the company policy;
• Responsible and coordinate driver roasters with drivers and office support staff; helping them in filling their adjustments, medical claims and verify their overtime etc;
• Responsible for verifying fuel slips and taking vehicle test randomly;
• Responsible for maintenance of office, country director residency & staff house including civil & electrical work;
• Responsible for arranging expatriate staff/ visitor’s visa/ NOC and maintain proper filing of required documentation;
• Preparation of Payroll deduction with supporting every month and forward to accounts;
• Responsible & coordinate with team staff about their leave applications, cash adjustments;

Procurement:
• Responsible for preparation of request for quotations, quotation collections, comparative statement and issuance of purchase order;
• Responsible for preparation of tender documents and distribute through different channels;
• Responsible for preparation of tender advertisement and publish in various mediums;
• Responsible for follow up with suppliers for timely delivery;
• Responsible for preparation of all documents for clearance of timely payment;
• Responsible for updating the procurement tracking sheet;
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Asset Management:
• Responsible for maintaining asset/ inventory separate list;
• Physically Verification of asset & inventory once in a year of Islamabad Office, field offices, CD House and Staff House;
• Asset /Inventory tagging of newly purchase items;

• Managing all the arrangements for Board of Directors Meeting& arrangements of stalls in different exhibitions.
• Responsible for all arrangements of stalls in different exhibitions.
• Responsible for keeping the record and issuance of exemption certificates to the stake holders.
• Look after the routine supplies of the office.
• Responsible for preparation and printing of Brochures, calendars and give aways for different events & exhibitions.
• Responsible for procurement, Purchase requisition, quotation collection, preparation of request for qoutation, Quotation evaluation, and preparation of PO.