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Administrative Assistant (AL-1 equilavent to GS-4)

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
UN - Resident Coordinator's Office (RC)
City/Location:
Islamabad
Country:
Pakistan
Posted On:
19 May, 2008
Last Date to apply:
02 June, 2008
Experience in years
2 to 4
Experience:

 Superior secretarial skills, including advanced word processing and ease with electronic communication generally.
 Some experience of administration and logistics would be an advantage.
 2 to 3 years of experience as an administrative secretary would be necessary.
 Experience in a multinational environment would be an asset.

Description:
 

BACKGROUND
 
Background: The UN Resident Coordinator (RC) is appointed by the Secretary-General, accredited to the Government of Pakistan, and charged with leading the UN's development work in Pakistan, as well as coordinating the work of the various UN agencies in the country.
Responsibilities in Outline: The candidate selected will work within the Office of the Resident Coordinator, reporting to several professional staff in the Inter-Agency Support Unit, and ultimately to the RC himself. Although the work will include routine secretarial and clerical work, it also entails substantial independent work, setting up meetings, devising schedules, and logistical arrangements. The work also involves finalization of documents for circulation and/or publication. There is substantial personal liaison with senior UN agency and donor agency personnel.
 
SCOPE OF WORK
 
§                     Coordinating all necessary administrative/logistical arrangements for the monthly Inter Agency meetings and other RC chaired internal meetings such as HOAs, etc.
 
§                     Preparing the relevant documentation in advance and its dissemination to various agencies
 
§                     Ensuring follow-up from various Agency Heads by calling and confirming attendance of invitees.
 
§                     Drafting standard letters, memos, and e-mail messages.
 
§                     Collection of background material and forwarding of correspondence to relevant agencies. Finalization of documents for circulation and/or publication from IASU.
 
§                     Maintaining an up-to-date distribution list of Heads of UN Monthly Agencies, Donors, NGOs and senior Government officials, with telephone numbers, e-mail addresses, faxes and so on.
 
§                     Obtaining, researching and organizing materials needed by the RC and IASU professional staff, in connection with project and administrative matters.
 
§                     Maintaining stock file and responding to requests for UN System and IASU reports.
 
§                     Organizing and maintaining a well-structured and confidential filing system through Electronic Document Management System (EDMS).
 
§                     Handling a wide range of telephone/fax/e-mail inquiries from Embassies, Government Offices, NGOs and the public and referring these, when necessary, to the relevant officers.


Education
Must Degree Degree Level Country Description
 Secondary EducationMatriculation / O levels  Excellent command of the English language, spoken and written.