Program Assistant

The incumbent will provide critical administrative and operational support to the Gender and Child Cell (G&CC) to ensure the smooth implementation of its day-to-day activities. The position will support scheduling, coordination, logistics, documentation, and communications for G&CC programming. The Program Assistant will also assist in preparing reports, managing databases, and facilitating financial and procurement procedures. This role is essential for strengthening the overall efficiency, internal coordination, and reporting capacity of the G&CC.

As PDMA Balochistan operates as a 24/7 emergency response organization, the Program Assistant may be required to perform duties beyond regular office hours, including weekends, public holidays and during emergencies/disasters, as per operational requirements. The incumbent may also be required to provide urgent coordination, reporting, administrative and operational support at any time during emergency situations.

Key Accountabilites:

Technical:

·       Prepare logistical arrangements for G&CC meetings, workshops, and capacity-building events.

·       Assist in formatting and finalizing documents such as reports, meeting minutes, training materials, and internal briefings.

·       Manage internal filing systems, ensuring data is organized, regularly backed up, and protected.

·       Facilitate internal communication by ensuring staff are updated on upcoming events, key dates, and deadlines.

• Support visibility efforts by assisting in compiling case studies, success stories, or presentation slides. 

Operational:

·       Maintain project tracking sheets and ensure timely input of activity updates.

·       Support procurement processes in accordance with IR guidelines (raising PRs, following approvals, managing quotes).

·       Maintain updated databases of key stakeholders, partners, and service providers.

·       Track financial documentation and assist in expense reconciliations.

• Follow up on logistical and administrative tasks to ensure smooth execution of planned activities

Organizational:

• Uphold IR’s safeguarding, PSEAH, and Do No Harm principles in all service delivery.
• Represent IR with professionalism and empathy in sensitive environments.
• Abide by the IR zero tolerance policy towards bribery & corruption through sensitization / empowerment of communities on coping mechanism so that they can raise voice as & when feel inappropriate.
• Demonstrate IR values, including professionalism, integrity, confidentiality and accountability in all tasks.
• Contribute to donor and internal documentation by compiling supporting evidence and ensuring completeness.
• Maintain strong communication with other departments (Finance, HR, Logistics) to support cross-team coordination.
• Participate in campaigns and G&CC-hosted initiatives as needed.

Person Specification:

It is essential that the post holder shows a good understanding and sympathy with the organizational values & principles, vision and mission as well as commitment to its PSEAH (preventing sexual exploitation abuse and harassment) and Safeguarding protocols. IR has a zero-tolerance policy towards SEAH and don’t support any action that promotes or encourages SEAH/Safeguarding.

IR is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IR engages. IR expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

Qualification:

Bachelor’s degree (minimum 16 years of education preferred) in Business Administration, Public Administration, Social Sciences, Disaster Management, Gender Studies, Development Studies, Management Sciences, or any other relevant field from a recognized institution.

Experience:

Minimum experience of similar role in NGO setup:

·       Minimum 1 Years of experience with Master/Bachelors (16 Year) or 2 years of experience with Bachelors (14 Years) in administrative/program support roles within NGOs, INGOs, or public institutions.

·       Familiarity with gender or protection-focused projects is preferred.

·       Previous experience with NGOs/INGOs or outreach programs is preferred.

·       Basic understanding of Disaster Risk Management (DRM), emergency response coordination, contingency planning and humanitarian coordination mechanisms

Computer Skills:

·       Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)

·       Experienced in using project management and reporting tools (e.g. shared drives, calendars, trackers).

Language:

·       Proficiency in Urdu and English (written and verbal); knowledge of local languages (Pashto/Balochi) is an asset.

Key Personal Qualities:

·       Highly organized with attention to detail and strong documentation skills.

·       Strong interpersonal and communication abilities.

·       Reliable, self-motivated, and able to manage multiple tasks simultaneously.

·       Respectful, cooperative, and team-oriented.  

·       Has a learning attitude and a continuous improvement philosophy. 

Value Added Skills:

·       Experience in procurement and finance processing

·       Exposure to gender or protection programs

·       Ability to develop visual tools (presentations, charts, etc.)

·       Familiarity with safeguarding and accountability practices

·       Confidence in working with diverse teams and stakeholders

Pre-employment Checks:

Any employment with Islamic Relief will be subject to the following checks:

• Screening clearance
• Receipt of satisfactory references

Please note, we are only able to accept applications from candidates who are eligible to live and work in Pakistan. We are unable to progress applications that would require sponsorship.

Our Values and Commitment to Safeguarding:

IR is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IR engages. IR expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organization.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRW also participates in the Inter-Agency Misconduct Disclosure Scheme.

In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

By applying, the job applicant confirms her understanding of these recruitment procedures.

Islamic Relief is an equal opportunities employer.