Office Assistant

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Description

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The Driver – Office Assistant will work with a team of staff at IWMI to support the delivery of multiple projects at the Pakistan office. The Driver – Office Assistant contributes to the success of the IWMI projects by providing support to staff and partners in the IWMI Pakistan Lahore Office.

The incumbent will be responsible for delivering effective and efficient services by providing general office support with a variety of administrative and clerical duties and providing transportation services for the staff and visitors, delivery of documents, mail, and packages in IWMI-owned vehicles to field sites and other destinations as required. The Driver – Office Assistant will step into the role of the Office Assistant and/or Driver as and when necessary.

Duties & Responsibilities: 

• Provide safe and efficient transportation services to staff and visitors who are duly authorized to use IWMI transport in a polite and courteous manner.
• Assist with and ensure the safety and security of passenger baggage, files, documents, parcels and any other item that may be carried in IWMI vehicles.
• Inspect thoroughly and ensure the vehicle being driven, whether it’s a pool vehicle or otherwise, is in a clean (inside and outside) and safe driving condition; Inspection should include, but not be limited to, fuel, oils and lubricants, battery water, brake fluid, tire pressure, wipers, and any discrepancies should be attended to prior to driving the vehicle.
• Be considerate of other road users to ensure the safety of all parties involved.
• Maintain written records in the common “Vehicle Logbook” of all defects observed in respect of a specific vehicle, with a brief description, duly signed and dated, with time indicated. Such entries are to be brought to the formal attention of the Office Manager / Country Representative immediately.
• Record and maintain the “Travel Logbook” accurately as per the given guidelines regarding the start and completion times of assignments, destinations, as well as the mileage/kilometres covered. Update the required spreadsheets and databases in a timely manner.
• Ensure that no unauthorized person or baggage/parcel is carried on any IWMI vehicle. If in doubt, seek immediate clarification from the Office Manager / Country Representative before undertaking any such assignment.
• Remain updated on Pakistan driving regulations, and ensure the vehicles are roadworthy, insured, and meet the official requirements and documentation of the Pakistan transport authorities.
• Responsible for arranging and coordinating project meetings with relevant stakeholders and providing logistical support for these meetings as required.
• Manage office and scientific equipment, ensuring that it is in proper order and readily available for researchers to take to the field when required.
• Assist the Office Administrator in procuring project-related supplies (e.g., visiting the market to arrange samples and quotations) to ensure cost-effective and efficient procurement.
• Collect and deliver mail, documents, packages, and other office supplies, as well as provide general office support including supervising any janitorial staff messenger tasks, minor purchases, bill payments, and photocopying.
• Undertake any other tasks that may be assigned as required.

Requirements

Educational Qualifications & Experience:

Essential:

• Successful completion of F.A, F.Sc, Advanced Level, International Baccalaureate or equivalent.
• Valid driving license in at least one of the four provinces of Pakistan or the Federal Capital Territory for motorcycle, car, jeep/SUV, and pick-up truck.
• Minimum of 6 years of work experience, including at least 3 years of relevant office administration experience and a minimum of 3 years of driving experience.
• Experience driving on a variety of road surfaces, including motorways, urban and rural roads, and unpaved roads requiring 4WD.
• Good recommendations from previous employers as a driver & office assistant. (Note: The applicant will provide references and contact details, and IWMI will seek references independently.)
• Local driving experience in Punjab & KP provinces will be highly advantageous.
• Similar experience in international organizations or embassies is highly preferred.

KNOWLEDGE, SKILLS & ABILITIES:

Essential:

• Excellent driving skills with a variety of vehicles, including motorbikes, passenger cars, and SUVs, and a good understanding of modern vehicle technology such as satellite navigation, CVT, ABS/BA/EBD, and auto-lock wheel hubs.
• Good computer skills that include proficiency in MS Office package.
• Sound understanding of spoken and written English, Urdu & Pashtun.
• Basic mechanical/handyman skills, e.g., using an electric drill, electric saws, etc.
• Strong ability to maintain records in an accurate and timely manner.
• Strong service approach with an emphasis on the safety of the public and passengers, as well as the safety of assets.
• Excellent service delivery approach.
• Ability to demonstrate a presentable, courteous, and professional demeanor.
• Personal attributes such as high standards of conduct, respect, flexibility, and sound work ethics.
• Thorough knowledge of the Pakistan Highway Code.

Source:   https://apply.workable.com/international-water-management-institute/j/033655CA28/

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