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Secretary

Job Category:
Governance
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
DFID Funded Project
City/Location:
Islamabad
Country:
Pakistan
Posted On:
12 January, 2005
Last Date to apply:
22 January, 2005
Experience in years
2 to 4
Experience:

At least 3 years of relevant work experience that has provided a sound knowledge of secretarial practices and procedures; demonstrated experience with UNDP administrative rules and regulation; demonstrated experience with the UN system and with government structures and systems are additional assets.

Description:
 

Perform a variety of secretarial and related administrative duties under the overall supervision of the UNAIDS Country Coordinator and the direct supervision of the National Programme Officer. The Secretary is required to carry out the following tasks and such other related tasks as may be assigned

 Take dictation, type correspondence, documents and reports, some of which may be highly confidential;

  1. Draft routine correspondence and notes/minutes of meetings and ensure follow up;
  2. Assist the staff in editing and compiling reports, presentations and workplans;
  3. Maintain policy, confidential and general files in a manner allowing rapid retrieval and ensuring easy retrieve-ability of documents;
  4. Classify and code material and maintain office files;
  5. Maintain and update record of mailing lists, addresses & contact numbers of NGOs, government organizations, research institutes, donors and other national and international organizations and their officials;
  6. Assist in the day to day operations of the Documentation Centre;
  7. Maintain and update electronic backup and bibliography of all information material and publications; papers and reports prepared by UNAIDS, consultants, or counterpart organizations, including background materials, research papers, documentation on meetings, briefing notes, and working papers, etc.;
  8. Schedule the appointments and meetings for staff and for UNAIDS staff coming to Pakistan;
  9. Arrange external meetings and appointments and perform liaison duties with other organizations;
  10. Assist in all administrative and logistical arrangements for meetings, workshops, seminars and conferences;
  11. Arrange logistic (hotel & travel) arrangements, appointments, and meetings for national/international staff members, national/international mission members, consultants, workshop participants etc.;
  12. Operate various office equipment (computer, printer, fax, photocopy machine) and facilitates their maintenance as required;
  13. Liaise with different sections of UNDP, e.g., Operations Services Support Unit, Transport, Finance, HR etc. as and when required for facilitation and follow up;
Perform other duties as required.


Education
Must Degree Degree Level Country Description
YesGraduateBachelors Degree (2-3 Years)

Skills
Must Title Level Description
YesComputers Excellent  Relatively complex computer skill (especially word processing and spreadsheet packages, and including facility with the internet)
YesCommunications Excellent  General understanding of issues related to HIV/AIDS.
YesLanguage Excellent  English (spoken and written) and Urdu. A Provincial language will be an asset.