Scope of Position: Working under the overall supervision of the Director of Operations, the Secretary will perform the following functions:
Arranges appointments and meetings both internal and external, some involving high-ranking officials and maintains supervisor's calendar.
Reminds DRR to return phone calls and attend meetings/appointments. Takes minutes and/or notes at meetings and receives visitors, places and screens telephone call
Takes dictations on a variety of subject matters, types correspondence, documents and reports, some of which are highly confidential.
Receives and screens all incoming correspondence; logs and routes the same, attaches necessary background information and maintains follow-up system. Screening of all incoming correspondence for DRR's reading action.
Checks correspondence for conformity with established procedures and accuracy of statement before being signed by supervisor. Drafts non-substantive correspondence and ensures follow up.
To handle UN Agencies fellowships, participation of Government officials to seminars, workshops and study tours.
Maintains policy, confidential and general files
Selects and makes pertinent abstracts and undertakes searches for information on the website of UNDP and other UN Agencies for the benefit of the work of the Supervisor.Prepares briefing materials for DRR for use in official trips. Makes travel arrangements for supervisor
Performs liaison duties with other units. Organises work and distribution of paper-flow among the various programme units. Participates in the organization and prepares for staff meetings.
Prepares monthly visitor's list using an automated programme for the donor community in Pakistan and distributes it to the concerned UN agencies.
Provides back-stop assistance to RR Secretary (if required).
Performs other duties as required.
(Equally qualified women are encouraged to apply)