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Project Secretary

Job Category:
Support Staff
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
Centre for Research on Poverty Reduction and Income Distribution (CRPRID)
City/Location:
Islamabad
Country:
Pakistan
Posted On:
31 January, 2005
Last Date to apply:
13 February, 2005
Experience in years
2 to 4
Experience:

General office experiences with specialized experience in office management skills

Description:
 

Terms of Reference

Project Secretary

Centre for Research on Poverty Reduction and Income Distribution (CRPRID)

 

The Poverty Alleviation and Sustainable Development Facility (PAF) is a project funded by UNDP which started its operation from January 2002 for 5 years.  The main component of the project is to support the Centre for Research on Poverty Reduction and Income Distribution (CRPRID) established in the Planning Commission of the Government of Pakistan as an independent research institution.

 

Under the direct supervision of the Director and in close communication with all other staff at CRPRID, the Project Secretary will perform the following tasks:

Responsibilities:

 

  • Manage supervisorís calendar, meetings, visitors, calls and travel. Arrange appointments, some involving high-ranking officials. Prepare multimedia presentations and take notes at the meetings. Receive visitors, place and screen telephone calls.
  • Take dictations on a variety of subject matters, type correspondence, documents and reports, some of which are highly confidential. Type reports for visiting missions.
  • Receive and screen all incoming correspondence; log and route the same, attach necessary background information and maintain follow-up system. Screening of all incoming correspondence to signal urgency.
  • Check outgoing correspondence for conformity with established procedures, protocol and accuracy before signatures by supervisor. Draft routine correspondence and ensure follow up.
  • Maintain policy, confidential and general files in a manner allowing rapid retrieval. Ensure retrievability of documents also kept by others. Maintain electronic files as well as papers.
  • Select and make pertinent abstract and undertake searches for information on web sites, in library, in archives, etc. Prepare briefing material for supervisor.
  • Perform liaison duties with other staff. Organize work and distribution of paper in/out flow within the office.
  • Prepares monthly visitor's list and post it on the Internet. Scan business cards and maintain card database.
  • Perform any other duties as directed by project management.


Education
Must Degree Degree Level Country Description
YesGraduateBachelors Degree (2-3 Years)Graduate degree with supplemental training in: Interpersonal skills, computers, etc., and general office experience with specialized experience in office management skills. Fluency in English and computer literacy is essential.