Job Summary
Job Summary
The Office Secretary will be primarily responsible for providing comprehensive administrative support to the Management and other members of the Foundation. Key responsibilities include routine coordination, the first point of contact for the Institution, event management, secretarial support, financial management, Resource Mobilization matters, and IT support to ensure quality and seamless program delivery.
The position will report to the Management and Regional Operations Manager at the Regional Office.
Duties & Responsibilities:
- Serve as the first point of contact for the foundation to address routine queries and escalate their needs.
- To receive all incoming calls and correspondences.
- To assist in preparing progress reports on a timely basis.
- Keep a record, manage its relevant distribution, coordinate case-based queries of the foundation, and direct them to the relevant management personnel.
- Deliver all official correspondence, announcements, and other communications to respective Institutions, Local offices, and Management and coordinate with them for its dissemination.
- Assist in planning, coordination, budgetary management, execution, and quality assurance of all the programmatic activities.
- Actively participates in organizing meetings and social events, including refreshments, location booking, sending invitation letters, transportation arrangements, and providing advance information to all attendees.
- Take meeting minutes and important notes, finalize, and send for relevant approvals.
- Maintains the office database, including Management, volunteers, and vendor contact log, MIS, finance, and relevant meeting notes for all offices.
- Ensure all the Institution’s information related to the program or MIS is collated, recorded in the provided template, and validated. Also, keep an up-to-date repository for reference.
- To assist in monitoring the attendance of staff and manage their personnel records, including leaves.
- To assist the Institution in processing LOIs and due diligence. To manage the circulation of all announcements, documentation, and information including facilitation messages on special occasions to Communities and Institutions as directed by the Regional Team.
- Manage local travel and logistics for all team members including maintenance of vehicle log books, meeting hall booking, office vehicle repair, and maintenance on prior approval.
- Prepare monthly financial reports, and perform monthly petty cash count and asset tagging.
- To process all ongoing payments of bills, vouchers, and invoices on a timely basis, including petty cash and other advances.
To perform any other duties as assigned by the officiate of the foundation.
Required Skills
Skills:
- The candidate should have a Bachelor’s (four years of education) with at least 1-2 years of relevant work experience.
- Should have problem-solving skills and a willingness to work around obstacles.
- Institutional and voluntary experience will be preferred.
- Proven ability to manage multiple tasks under pressure, meet stringent deadlines, and work well in teams.
- Excellent interpersonal and communication skills, command over English and Urdu, and ability to understand the local dialect will be an added advantage.
- Proven skills in MS Excel, Word, PowerPoint, and Outlook.
Travel and Schedule:
Willingness to work beyond regular working hours, upon request.
Only shortlisted candidates will be contacted.