Job Description – Admin and Logs Assistant

Job Title:                     Admin and Logs Assistant

Salary:                         Grade B – PKR 49,791 – 60,155/-

Department:                Operations

Location:                     Nowshera, Khyber Pakhtunkhwa

Responsible To:          Project Coordinator (Direct Reporting), Admin and Logs Officer (Dotted Reporting)

Period:                        16-June-2025 to 30-April-2026

Number of Positions: 01 (Male / Female)

Key relationships:

Internally:

Program Department, MEAL Department, HR Department, Finance and Operations Department

Externally:

Suppliers, consultants, service providers

Position Purpose

The Foundation for Ageing and Inclusive Development (FAID) is a national organization dedicated to promoting inclusive development, enabling people of all ages—especially older people—to lead dignified, healthy, and secure lives. FAID will implement the project titled “AGE-CARE: Advancing Geriatric Excellence through Community-based ICOPE and NCD Integration in Khyber Pakhtunkhwa,” with technical support from HelpAge International and funding from the SIDA.

This 12-month initiative will be carried out in close collaboration with the Ministry of National Health Services, the Health Department of Khyber Pakhtunkhwa, and the World Health Organization (WHO). The project aims to improve both policy and service delivery for older people by combining national-level advocacy with district-level implementation of WHO’s Integrated Care for Older People (ICOPE) model, integrated with the prevention, management, and treatment of Non-Communicable Diseases (NCDs).

The project includes three key outcomes:

1. Finalizing and validating the national Healthy Ageing Framework through inclusive consultation processes.
2. Piloting the ICOPE approach in Nowshera district of KP through health facility strengthening, community screening, and training of health professionals and facilitators.
3. Advocating for the integration of ICOPE and NCD care into KP’s provincial health systems and Universal Health Coverage framework.

The Admin and Logistics Assistant will play a critical support role in ensuring the smooth administrative, logistical, and operational functioning of the AGE-CARE project, implemented by the Foundation for Ageing and Inclusive Development (FAID). This position is essential to facilitating efficient coordination between field teams, consultants, vendors, and stakeholders involved at national and district levels. Working under the direct supervision of the Project Coordinator and with a dotted reporting line to the Admin and Logs Officer at the Islamabad office, the Admin and Logs Assistant will be responsible for managing logistics for training sessions, consultation workshops, field visits, and awareness campaigns. The role will also support procurement processes, inventory and asset management, travel arrangements, and compliance with donor and organizational procedures. This position demands a high level of organizational skills, attention to detail, and the ability to manage multiple priorities. The Admin and Logs Assistant will ensure that administrative processes run efficiently and transparently, helping the project achieve its objectives within the given timeframe and budget. By providing reliable operational support, this position contributes to the overall effectiveness of the AGE-CARE project, enabling the field and technical teams to focus on delivering impactful services and outcomes for older people and their communities.

Key Responsibilities:

The key responsibilities of Admin and Logs Assistant are included:

1-     Administrative Support

-         Provide day-to-day administrative support to the project team, including scheduling meetings, managing correspondence, and maintaining office filing systems (both physical and digital).

-         Ensure proper documentation and archiving of contracts, attendance sheets, procurement files, and financial records in accordance with FAID and donor requirements.

2-     Logistics Coordination

-         Arrange logistics for all project activities including training sessions, consultation workshops, field visits, and awareness campaigns at national and district levels.

-         Support venue bookings, travel arrangements, accommodation, meal coordination, and materials preparation for participants and project staff.

3-     Procurement and Inventory Management

-         Assist in the procurement of goods and services in compliance with FAID’s procurement policies and SIDA donor regulations.

-         Maintain and regularly update inventory records of project assets, training materials, assistive devices, and IEC materials.

-         Support the tracking, tagging, and delivery of equipment and supplies to project locations.

4-     Finance and Documentation Support

-         Support petty cash management, collect and verify invoices, bills, and supporting documents, and ensure timely submission to the finance department.

-         Help with documentation of financial transactions related to project activities such as travel reimbursements, daily subsistence allowances (DSAs), and vendor payments.

5-     Field Coordination

-         Support coordination between Islamabad and district offices for the smooth delivery of materials, logistical support, and reporting.

-         Liaise with local suppliers, transporters, and service providers to ensure timely availability of goods and services in field locations.

6-     Reporting and Communication

-         Provide regular updates to the Project Coordinator and Admin and Logs Officer at the Islamabad office on logistics and administrative progress, challenges, and resolutions.

-         Contribute to monthly progress reports by submitting summaries of admin and logistics activities and expenses.

7-     Event and Workshop Support

-         Prepare event materials such as registration sheets, banners, kits, and evaluation forms.

-         Support on-site event logistics including setup, participant registration, distribution of materials, and refreshments.

8-     Compliance and Safeguarding

-         Ensure all administrative and logistical procedures comply with FAID’s policies and donor requirements, particularly in relation to transparency, accountability, and data protection.

-         Uphold and promote FAID’s safeguarding principles during all interactions with beneficiaries, partners, and vendors.

9-     Communication and Coordination

-         Maintain close coordination with the Admin and Logs Officer in Islamabad and other departments such as Finance and MEL to ensure synergy and timely support.

-         Respond promptly to logistical requests from field teams, technical staff, and external consultants.

Specific duties and responsibilities

The specific duties and responsibilities for the position holder are including:

1. Assist in the preparation and dissemination of administrative documentation including memos, meeting minutes, invitation letters, participant lists, and sign-in sheets for all project events.
2. Manage booking and coordination of travel arrangements (transportation, accommodation, per diems) for project staff, consultants, trainers, and community participants attending training or workshops.
3. Support in the procurement of goods and services, including requesting quotations, preparing purchase requests and orders, and coordinating deliveries in line with FAID procurement policies.
4. Maintain and regularly update inventory and asset registers for all project equipment and supplies, ensuring labeling, tracking, and physical verification as required.
5. Assist with logistics planning for national and district-level workshops, including venue setup, catering arrangements, printing of materials, and coordination with vendors and facilitators.
6. Provide administrative support for the distribution of assistive devices and training kits, ensuring accurate records, beneficiary signatures, and proper documentation of handovers.
7. Prepare and maintain field visit checklists, packing lists, and logistical support kits for staff and consultants during district-level activities.
8. Coordinate the shipment and receipt of goods/materials between Islamabad and field locations, maintaining delivery notes, stock-out records, and follow-up with courier services.
9. Monitor and replenish office and training supplies as needed, ensuring availability of stationery, IEC materials, refreshments, and other essentials for ongoing activities.
10. Support the documentation and filing of vendor payments, travel reimbursements, consultant contracts, and attendance records in collaboration with the finance team.
11. Serve as the point of contact for logistical support during events and trainings, addressing real-time needs such as technical setup, participant support, and material distribution.
12. Assist in preparing monthly administrative and logistics reports, including summaries of activities, expenses incurred, procurement status, and field-level issues or risks.
13. Follow up with vendors for timely submission of invoices and ensure these are supported with delivery notes, receipts, and completion certificates.
14. Ensure all administrative and logistics data is collected and stored in a manner that respects confidentiality, data protection, and safeguarding principles.
15. Liaise with the Admin and Logs Officer at the Islamabad office to align on procurement pipelines, vendor prequalification, and documentation templates.
16. Participate in team coordination meetings, providing inputs on admin/logistical issues, upcoming needs, and recommendations for improving efficiency.

Safeguarding Responsibilities

ü  Promote and model a safe, respectful working environment

ü  Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work.

ü  Report all safeguarding incidents they see, hear, hear about or suspect, using our internal reporting mechanism.

ü  Complying with all safeguarding framework policies and practices

ü  Completing mandatory training courses relating to our safeguarding policy framework and comply with HR vetting procedures.

ü  Reducing the risk of harm and abuse in the field.

ü  Involving communities in the design of programmes and complaint response mechanisms, be responsible for implementation and review.

ü  Attending specialist field training on safeguarding as required.

ü  Maintaining maps of support services for survivors.

ü  Receiving and responding to complainants/survivors and ensuring that no further harm is done, following a survivor-centred approach, using the principles of psychological first aid, and signposting to relevant local services as needed

ü  Reporting all safeguarding incidents, they become aware of

Required qualifications and experience

ü  Bachelor’s degree in business administration, Public Administration, Logistics, Supply Chain Management, or a related field. A diploma in logistics or procurement will be an added advantage.

ü  Minimum 2 to 3 years of proven experience in administration, logistics, or procurement support, preferably with an NGO or development organization.

ü  Experience in coordinating trainings, workshops, and field logistics in a multi-stakeholder project environment.

ü  Familiarity with donor compliance requirements, especially SIDA or other institutional donors, is desirable.

ü  Strong organizational and time management skills with the ability to handle multiple tasks under pressure.

ü  Excellent communication and coordination skills to liaise with internal teams and external vendors.

ü  Proficiency in MS Office (Word, Excel, Outlook) and basic experience in using inventory or procurement tracking systems.

ü  High level of integrity, transparency, and commitment to accountability.

ü  Ability to work independently with minimal supervision and as part of a team.

ü  Fluency in written and spoken Urdu and English is required. Knowledge of local languages spoken in KP is an advantage.

ü  Willingness to travel to field locations within Khyber Pakhtunkhwa as needed, including remote sites and during events or distributions.

This JD is intended to describe the general nature and level of work being performed. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

Foundation for Ageing and Inclusive Development - FAID is an equal opportunity work employers and encourages applicants to apply without discrimination of age, gender and disability.