Admin Head

Position Summary:

The Head of Administration is a senior management role responsible for overseeing and strengthening the administrative, fleet, and security functions of the NGO across all its projects. The role ensures safe, efficient, compliant, and cost-effective administrative operations that support the organization’s mission of public welfare. While fleet and security management are core focus areas, the role also covers general administration, facilities, statutory compliance, vendor management, and support services.

Key Responsibilities

1. Fleet Management

• Plan, manage, and monitor the organization’s fleet of vehicles used across schools, hospital, vocational institutes, and field projects.
• Ensure optimal utilization of vehicles, fuel efficiency, route planning, and scheduling.
• Oversee vehicle procurement, registration, insurance, permits, and documentation.
• Implement preventive maintenance schedules and coordinate repairs to minimize downtime.
• Monitor fuel consumption, mileage reports, logbooks, and GPS systems (if applicable).
• Develop and enforce fleet usage policies and driver SOPs.
• Supervise drivers, ensure valid licenses, conduct performance reviews, and arrange training.

2. Security Management

• Develop and implement comprehensive security policies and procedures for all campuses and project locations.
• Oversee deployment and supervision of security personnel (in-house or outsourced).
• Conduct regular security risk assessments for schools, hospital, vocational centers, hostels, and offices.
• Coordinate access control, visitor management, CCTV systems, alarms, and emergency response mechanisms.
• Ensure safety of staff, students, patients, visitors, and assets at all locations.
• Prepare and implement emergency preparedness and disaster management plans.
• Liaise with local authorities, police, and emergency services as required.

3. Facilities & Infrastructure Management

• Oversee maintenance and upkeep of buildings, classrooms, hospital facilities, workshops, hostels, and offices.
• Ensure availability and proper functioning of utilities such as electricity, water, sanitation, and waste management.
• Coordinate minor civil works, renovations, and repairs in consultation with project heads.
• Maintain asset registers and oversee physical verification of assets.

4. General Administration

• Manage day-to-day administrative operations across all projects.
• Develop, update, and enforce administrative policies, SOPs, and internal controls.
• Oversee office administration, housekeeping, logistics, and support staff.
• Ensure smooth inter-departmental coordination and administrative support to program teams.

5. Liaison with Government & Local Authorities

• Act as the primary liaison with government departments, regulatory bodies, and local authorities related to administration, transport, security, health, education, and municipal services.
• Coordinate with departments such as Transport, Police, Education, Health, Fire, Municipal Corporations, and Labor Offices as required.
• Facilitate approvals, inspections, permissions, and clearances for vehicles, buildings, safety systems, and institutional operations.
• Represent the organization during official meetings, inquiries, and compliance-related discussions.
• Maintain positive working relationships with government officials to support smooth functioning of projects.

6. Team Leadership & Coordination

• Lead and mentor administrative staff, drivers, security personnel, and support teams.
• Set clear goals, monitor performance, and promote accountability.
• Foster a culture of discipline, safety, service orientation, and ethical conduct.

7. Reporting Relationship

• Reports to: Secretary / Chief Executive Officer / Director (as applicable)
• Supervises: Administrative staff, drivers, security personnel, and outsourced service providers

Qualifications & Experience

• Bachelor’s degree in Administration, Management, or a related field (Master’s preferred).
• Minimum 8–12 years of relevant administrative experience, preferably in NGOs, educational institutions, hospitals, or large multi-site organizations.
• Strong experience in fleet and security management is essential.
• Knowledge of statutory compliance, vendor management, and facilities management.

Location: EME Lahore

Salary: 150,000-200,000 per month.

Job Type: Full-time

Pay: Rs180,000.00 - Rs200,000.00 per month

Work Location: In person