Programme Overview

Evidence for Health (E4H) is a Foreign, Commonwealth & Development Office (FCDO)-funded programme aimed at strengthening Pakistan’s healthcare system, thereby decreasing the burden of illness and saving lives. E4H provides technical assistance (TA) to the Federal, Khyber Pakhtunkhawa (KP), and Punjab governments, and is being implemented by Palladium along with Oxford Policy Management (OPM).

Trough its flexible, embedded, and demand-driven model, E4H supports the government to achieve a resilient health system that is prepared for health emergencies, responsive to the latest evidence, and delivers equitable, quality, and efficient healthcare services. Specifically, E4H delivers TA across three outputs:

 Output 1: Strengthened integrated health security, with a focus on preparing and responding to health emergencies, including pandemics.

Output 2: Strengthened evidence-based decision-making to drive health sector performance and accountability.

Output 3: Improved implementation of Universal Health Coverage, with a focus on ending preventable deaths.

 Key Responsibilities, Duties and Tasks

 The role of the Admin and Logistics Officer is to Support the HR and Logistics Coordinator in coordinating the logistics, event management, and administrative services for E4H as well as supporting recruitment of long term and short-term personnel to be hired on the programme. 

 The position will be expected to maintain an Admin, HR and logistical calendar in accordance with the project’s workplan while working in close coordination with the HR and Logistics Coordinator to ensure effective recruitment planning, delivery of services from vendor, high quality standards for the goods and services being solicited.

 The position will also lead the general admin support services including vehicle management, record management, dealing with the authorized vendor, regular contacts with other Palladium core functions mainly the corporate and security team so that business support services are delivered in a coherent manner.

 Details of the key responsibilities include:

 Administration

• Assist in provision of equipment, office space to long-term staff. This will be managed in consultation with the Finance Manager who will lead on the Contracts Management side.
• Ensure clearance of mobile phone bills, claims by vendors, and ensure timely payment of utility bills as applicable.
• Provide general support to visitors.
• Address queries regarding office management issues (e.g. stationary, hardware and travel arrangements).
• Plan in-house or off-site meetings in close coordination with the Team.
• Manage inventory of stationary, office supplies and equipment and maintain stock in the office.

 Logistics:

• Ensure the smooth and adequate flow of information to facilitate logistics and operations of the project.
• Define, agree, and deliver logistical support services that includes travel arrangements (air, road, international/national), accommodation, venue hiring, arrangement of required office equipment/supplies at the venue etc. that meet the operational needs of the project.
• Implement policies/procedures for logistical and operational management in line with the Operational Manual for E4H.
• Assist fluctuations in demand within the resources available including responding to emergencies. This will require managing and resolving conflicting logistical needs.
• Disseminate mandatory tools/templates for event management, travel, accommodation, venue hire etc. within the team and making sure that they are well-understood by the team.
• Ensure all paperwork is complete and filed, with proper security approval before organising any travel. 
• Support on vehicle management of project cars based in Lahor. Oversee vehicle logbooks and ensure these are maintained. Maintenance schedules and safety standards must be implemented for all vehicles.
• Coordinate with Palladium Corporate Team and the Security Manager in case of mobilisation of International Experts and processing of visa applications and applicable follow-ups. Making sure any challenges and bottlenecks are conveyed/addressed well in time.
• Collaborate with the E4H project team to ensure clarity of the specifications and expectations of the goods and services.
• Support HR and Admin Coordinator to control spends in coordination with the Finance Manager and build a culture of long-term saving on logistics costs.

 Human Resource Management & Recruitment

• Support to ensure that all recruitment adheres to Palladium’s recruitment policies and process.
• Assist on the full recruitment process of hiring long-term and short-term in collaboration with the hiring manager including scheduling short-listing, scheduling interviews, undertaking due diligence, developing contracts.
• Maintenance of HR database and records and ensure all paperwork for the recruitment processes is maintained in hardcopy and softcopy.
• Assist in coordination with candidates on obtaining their relevant documentation to ensure all HR files are complete.
• Induction and orientation of new team members.
• In collaboration with HR, ensure staff performance management systems are in place and adhered to.
• Maintain a database of short-term and long-term staff and consultants to track days remaining, end dates of contracts.
• Support and update data of personnel in HRC and the Consultants Registry, coordinating with global HR staff.

 Record Management

• To ensure effective record management with respect to logistics, procurement, and admin.
• Assists in maintaining the project asset register and ensure this is up to date and accurate on a monthly basis. 
• Asset/Inventory Management and maintenance of the asset/inventory register in accordance with Palladium Corporate policies.

 Key Competencies Required

• Minimum qualification required is Graduation
• At least 5 years of relevant experience.
• Knowledge of administrative support procedures
• Good communication and Computer Skills
• Verbal and written communication skills in English
• Professional personal presentation
• Organizing and planning
• Attention to detail
• Ability to multi-task and meet tight deadlines

 Reporting/Supervision

 The position will report to HR & Logistics Coordinator Punjab.