United States

  • Office Secretary

    Location PK-Islamabad
    Posted Date 2 months ago(10/3/2018 10:17 AM)
    Job ID
    2018-1948
    # Positions
    1
    Category
    Country Office - Pakistan
    Education Requirement
    MPH
    Position Type
    Contract
  • Overview

    The Office Secretary processes invoices, supports the coordination of meetings and conferences, maintains and organizes physical and electronic documents, and performs other basic office duties. 

    Responsibilities

    • With guidance from the supervisor and other team members, develops correspondence (reports, letters and other documents) intended for both external and internal audiences and photocopies documentation as needed 
    • Develop/update meeting calendars and make arrangements for within office meetings or meeting with partners    
    • Supports the coordination of team meetings and external meetings, and assists with the development of work plans to carry out project-related tasks 
    • Assists in the packaging and disbursement of project related materials to the field office. 
    • Assists with the preparation of travel arrangements and Visas for Ipas office staff and submits documentation for review 
    • Ensure statutory payment/checks are delivered to the respective Government agencies 
    • Works with the designated program/admin associate to oversee the work of the contracted office cleaners so as to ensure general office cleanliness 
    • Facilitates conferences by booking travel arrangements and hotel accommodations, prepares materials as necessary 
    • Monitors kitchen stock level and ensure timely replenishment 
    • Maintains office supplies inventory and liaise with the relevant persons where replenishment is needed 
    • Provide administrative assistance to technical leads within their area of responsibility- finance, health system, R&E and/or policy 

    Requirements

    • Bachelors 
    • 2-3 years general administrative or office support experience. 
    • Computer skills – ms  office, multimedia, outlook   
    • Experience with use of databases 
    • Well-organized, with ability to track multiple projects and deadlines 
    • Ability to work successfully in a cross-cultural, team-based, global environment 
    • Excellent written and verbal English language skills

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