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Senior Management Support Officer - The Asia Foundation -USAID/DFID funded project under direction of the Country Representative

KEY RESPONSIBILITIES:
Assistance to Country Representative with:
 Travel schedule/itineraries/claims
 Appointments/telephone calls
 Internal and external meetings
 Other administrative support such as handling routine queries, record-keeping, responding to e-mails as appropriate
 Carrying out independent correspondence

• Manage internal and external communications and correspondence and to ensure distribution of relevant information as appropriate across the Pakistan Program, and HQ/DC and other TAF offices as appropriate.
• Minute senior level meetings and workshops if required.
• Operate and maintain efficient and effective information and record systems as required; ensure all necessary papers are available for meetings.
• To support Management team in ensuring effective and timely delivery on agreed tasks and objectives.
• Coordinate and update Program’s Calendar of Events.
• As required, arrange meetings for other Senior Managers with Donors, other NGOs, and the government of Pakistan.
• Act as “point person” for coordinating programs for visitors from abroad,
• Undertake a variety of administrative/organization tasks as and when required (e.g. coordinating workshops, reviewing filing system etc)

• Other administrative support such as handling routine queries and carrying out independent correspondence
• Engage in any other appropriate work required

Responsible for procurement, project logistics and service contracting
Coordinate procurement actions with the Office Manager and Financial Analyst
Conduct market survey for regularly purchased items to ensure cost effectiveness
Establish and maintain comprehensive inventory of all equipment to include signing out of valuable equipment to staff
Conduct bid analyses and prepare procurement documentation for review
Assist with office and project administration
Fix appointments and keep schedule of meetings and office visits
Initiate and record correspondence with project partners, government agencies, vendors and others
Maintain and Archive electronic/physical office files
Make airline, hotel, car rental bookings and travel arrangements for project employees and visiting consultants
Assist in securing travel visas for project consultants and delegates
Maintain database of all business contacts, government and civil Society contacts including International steakholders.
Reponsible for dispacthing large volume of leters.
Event management and cordination.
Undertake other duties as assigned

• Undertake a broad range of activities that support the CEO and Group Managing Director
• Manage the meeting and diaries in a way consistent with priorities, accurately and proactively.
• Screen all correspondence using discretion to action, delegate or redirect if necessary.
• Provide materials and documentation for the CEO and Group Managing Director to read / prepare, in advance, for meetings.
• Follow up with other parties where their action / inaction could impact on the ability of the company to meet accountabilities.
• Undertake a broad range of administrative functions and processes, as required.
• Management of payments when necessary (Islamabad)
• Compilation and photocopying of documents, as required.
• Undertake ‘Meet Your Stars’ TV Show work, as required.
• Involvement in meetings to produce Minutes of Meetings, as required.
• Undertake subsequent action as required.
• Arrange purchase of office supplies with approval.
• Organize schedules and coordinate management / executive meetings, briefings and other related activities as required.
• Maintain confidential files to the CEO and Group managing Director
• Prepare and arrange travel itineraries for all business trips and other related activities such as hotel and car reservations for CEO and Group Managing Director and any other employee when required and once approved.

Handling Incoming/outgoing letters.
Maintaining of telephone message book.
Organizing travel, hotel reservation.
Maintaining of pres release clipping files.
Organizing daily matters of the top management.
Maintaining files for all confidential letters.
other duties

Managerial and Administrative skill with key Achievements:
Administration/Human Resource - UNOPS- Elections (JEMBS)
Under the direction of the Head of Human Resources
♦ Responsible for the implementation and application of the staff rules, regulations and procedures ensuring uniform application in accordance with guidelines from headquarters. Provide advice to senior management and staff members on specific entitlements, taking action locally as appropriate, or submitting
recommendations for exceptions to UNOPS/HR.
♦ Plan, organize, manage and supervise the work of the Admin/HR section International staff.
♦ Supervise and control the maintenance of the personnel records in the office; Monitor the follow-up of correspondence between each sub/field office and Central office, ensuring that outstanding queries receive a timely response, after due analysis.
♦ Ensure the procedures for International Salary and Leave (break) are administered IWA policy.
♦ Ensure implementation and communication of human resources policies and Procedures and formulate standard operation procedures (SOPs)as applicable to the project.
♦ Represent the office individually or as part of a team in meetings concerning personnel issues.
♦ Supervise and ensure the prompt and efficient processing of documentation for the arrival and departure of international staff.
♦ Ensure the induction training of all new international staff is completed in a timely manner in accordance with the training schedule.
♦ Assist in the security and medical evacuations of UNOPS/JEMB staff within the region.
♦ Maintain liaison with the relevant divisions, and other operations on matters related to planning and management of staffing resources recruitment, staff administrative support, separation, etc. Initiate appropriate follow-up actions pertinent to these matters.

Secretarial skill - Ghazi Barotha Contractors:

♦ Handling incoming / outgoing correspondence
♦ Maintaining Incoming and Outgoing mail registers by affixing protocols numbers on daily basis.
♦ Preparation of Agendas and Schedules for Board Meetings.
♦ Preparation and transmitting of Fax Messages and Confidential letters.
♦ Preparation of various report and returns.
♦ Maintaining of telephone message book.
♦ Managing the top management stationeries.
♦ Preparation of office circulars, memos/orders
♦ Maintaining of Secret/confidential files.
♦ Maintaining of pres release clipping files.
♦ Organizing daily matters of the top management.
♦ Responsible of inter-office correspondence on all subject and huge filing system/confidential record.
♦ Drafting letters.
♦ Organizing expatriate travel and leave.
♦ Arranging visas extension, passport renewals, etc.
♦ General office Administration/ Office Management.
♦ Assisting Senior Management officer.
♦ Organizing travel, hotel reservation, itineraries, ticketing of the Board of Directors & Consultants.
♦ Receiving and ensuring proper distribution of all incoming mails.

Managerial and Administrative skill with key Achievements:

♦ Managing hand over of furniture and furnishings from outgoing occupant to their successors.
♦ Line management of the ten LE-V Furnishings helpers.
♦ Managing and supervising the delivery of furniture and furnishings of the BHC properties (residential and offices) in Islamabad and Peshawar.
♦ Supervise monthly furnishings sales through seal bids.
♦ Represent BHC (supervision) during the sales (auction) furniture and other items through Public Auction.
♦ Supervise ten tailors.

Inventory Control, Warehousing, Store Management / Furnishings BHC:

♦ Maintaining and updating computerized inventories for all the properties and records of expenditures on furnishings and furniture.
♦ Survey the accommodation for new comers and prepare a report for the Estate Manager/Deputy Estate Manager on replacement items.
♦ Prepare accommodation for the new arrivals, temporary and permanent, which include supervision of work, cleaning and repair.
♦ Costing furniture and furnishings requirement for the annual financial estimates.
♦ Order/receives and distributes furniture and furnishings supplies.
♦ Visiting BHC properties and assesses furniture and furnishings requirements and then provision of the same.
♦ Preparation pf guidance booklet/pamphlet for use of all occupiers of the BHC Estate.
♦ Maintaining disposal list for preparation “authority to dispose of forms” and notices for regular monthly sales
♦ Complete an audit of servant quarters furniture in compound and off compound houses.
♦ Maintaining and updating computerized inventories of all furniture, soft materials, domestic float, and equipment store in the warehouse and main furniture store.
♦ In the absence of the Estate Manager (Medical treatment during Dec 99) worked as Deputy to the Estate Manager, during that period authorized cash payments, and other day to day responsibilities of the Estate Manager.

Food and Nutrition Management;

♦ Supervising and managing school snack and kitchen.
♦ Budgeting of monthly school snacks expenses.
♦ Supervising the weekly training to the school cook for new recipes.
♦ Preparing monthly menu.
♦ Supervising the food preparation to be serve at the school functions, programs and PTA meetings.
♦ Ordering and checking of all the things require in the kitchen
♦ Arranging sport festival Function.

Taking Aerobics Classes In morning and and eveing session.

In Charge of Student Admmission.
Collection of school fees and preparation of School function.
Assist the principal in school administration

♦ Handling incoming / outgoing correspondence
♦ Maintaining Incoming and Outgoing mail registers by affixing protocols numbers on daily basis.
♦ Preparation of Agendas and Schedules for Board Meetings.
♦ Preparation and transmitting of Fax Messages and Confidential letters.
♦ Preparation of various report and returns.
♦ Maintaining of telephone message book.
♦ Managing the top management stationeries.
♦ Preparation of office circulars, memos/orders
♦ Maintaining of Secret/confidential files.
♦ General office Administration/ Office Management.
♦ Assisting Senior Management officer.

♦ Maintaining of telephone message book.
♦ Handling incoming / outgoing correspondence
♦ Receiving and ensuring proper distribution of all incoming mails.
♦ Recieving and Guiding all the Cleints

♦ Maintaining daily sales list .
♦ Book keeping.
♦ Handling cash register.
♦ Maintaing monthly inventory of the stocks.

♦ Maintaining daily sales list .
♦ Book keeping.
♦ Handling cash register.
♦ Maintaing monthly inventory of the stocks.

Dealing with various suppliers and exporter.
Documentation and preparation of L/C.
Prepararing packaging list.
Purchasing fabrics as per requirements.
Planning and budgeting role, supervising and coordinating

♦ Preparation and transmitting of Fax Messages and Confidential letters.
♦ Preparation of various report and returns.
♦ Maintaining of telephone message book.
♦ Preparation of office circulars, memos/orders
♦ Maintaining of Secret/confidential files.
♦ Documentation and preparation of L/C.
♦ Prepararing packaging list.