Program Support Officer (Operations) - Short-term Contract

Ipas Pakistan is an international non-governmental organization (INGO) which works to assist the Government of Pakistan in achieving the country’s 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 Program Support Officer (Operations) to join its finance team in its Islamabad-based head office.
Job Summary:
The position is responsible for providing comprehensive finance, procurement, logistics, and administrative support to ensure smooth program and office operations. The role involves processing invoices and payments, coordinating procurement activities, managing travel and event logistics, and supporting the organization of trainings, workshops, and events nationwide. Working closely with program teams, vendors, and internal stakeholders, the incumbent ensures compliance with organizational policies, timely execution of activities, effective vendor coordination, and accurate financial record-keeping, while also providing day-to-day administrative support to senior management and maintaining proper control of petty cash.

Essential Duties and Responsibilities:   
•    Responsibilities include, but are not limited to, the following:
Job Description 
•    Process invoices for goods and services delivered ensuring accuracy and completeness
•    of documentation and timely payment. Follow up to completion and inform clients with
•    the payment receipts.
•    Work closely with Procurement & Admin Officer in coordinating program office procurement needs, including but not limited to identification of suitable vendors, collection of price quotes, preparation of Purchase Action Requests, Purchase Orders, Contracts and their amendments.
•    Work closely with Procurement & Admin Officer in providing hands-on support in organizing internal and external project trainings, workshops, and events. This includes venue selection, bookings and arranging travel, board and lodging including hotel and flight reservations, airport pick-up and drop-off and rent a car arrangement. 
•    Maintain travel request forms of staff and consultants and process expense reports/per diems in a timely manner.
•    Plan and coordinate events across the country in accordance with Ipas Pakistan guidelines.
•    Select and negotiate with suppliers for hotel bookings, car rentals, and air travel agents.
•    Organize logistics, such as venues, transportation, accommodations, and catering, for events of various sizes and types, including conferences, workshops, seminars, and training sessions.
•    Work closely with program staff, partners, vendors, and other stakeholders to ensure the smooth execution of events and the achievement of program goals.
•    Implement policies and procedures related to administrative tasks,
•    Provide necessary support to senior management including scheduling meetings and day-to-day administrative tasks.
•    Ensure proper management of petty cash fund which involves maintaining the fund, recording and tracking all transactions, reconciling the fund, and ensuring compliance with organizational policies and procedures.

Education:

Essential:

• Bachelor’s Degree

Preferred:

• Master’s Degree in Administration, Supply Chain Management or a related field.

Work Experiences:     

• Minimum of three years of experience in Program Support Officer (Operations), Admin function, Supply Chain Experience. 
• Experience with an International NGO preferably.

Skills and Experience:

• The candidate should be mature and comfortable in a multi-cultural work environment, promote teamwork and able to handle pressure with professional grace.
• Able to work independently, make decisions within delegated authority limits and exhibit flexibility.

Language and Computer Skills:

• Proficient in MS suite applications; experienced in MS Word and MS Excel. 
• Proficiency in English is required.

Travel:

• Willingness to travel in Sindh and other areas

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.