Job Summary
The Office Secretary will be primarily responsible for providing comprehensive administrative & Financial support to the Office Bearers and Members of Jamati Institutions and Program Officer under their local jurisdiction. Key responsibilities include routine coordination, first point of contact for the jamat for their needs, program promotion and event management, secretarial support, financial management and IT support to ensure quality and seamless program delivery. The incumbent will have to work in multidisciplinary Jamati Institutions, including ITREB, CAB, and Council’s portfolios i.e. (including Youth & Sports Board, Health Board, Education Board, Economic Planning Board, & the Social Welfare Board).
The position will report to the assigned local board program officer at Garamchashma Local.
Duties & Responsibilities:
- Serve as the first point of contact for the Institution to address the routine queries and escalate their needs.
- To support and maintain financial management, records and reports with coordination of Program Officer.
- According to financial policies and procedures daily, monthly, quarterly & yearly financial reports, including Cash Book, Daily Cash Balance Report, Monthly Cash Certificates, Monthly R&P with duly signed bills & vouchers will have to be shared with Regional Finance Officer during stipulated timeframe. And to manage other necessary reports if any on need basis.
- Reports Utility Consumption bills (GAS, Vehicle lock book, DFU, PPSD, and other admin and HR-related reporting to the Regional Admin/Office Secretary.
- Keep a record, manage its relevant distribution, and coordinate case base queries of the Institution and direct them to the relevant leadership.
- Deliver all official correspondence, announcements, and other communications to respective Institutions, Leaders and coordinate with them for its dissemination.
- Assist the Program Officer (PO) in planning, coordination, budgetary management, execution and quality assurance of all the programmatic activities and facilitate the PO and leadership in reporting, writing, data storage and other assignments pertaining to the local office.
- Actively participates in organizing meetings and social events, including refreshments, location booking, sending invitation letters and providing advance information to all attendees.
- Ensure the coordination, collection and timely submission of REC expenditure data from all RECs to the Regional Office on the required mechanisms;
- Disbursement of funds to individual RECs and record keeping accordingly.
- Take meeting minutes and important notes, finalize, and send for relevant approvals.
- Support the PO in assisting leaders in managing the Cash Collection Inventory and CFR processes.
- Maintains the office database, including local leadership, volunteers and vendor contact log, MIS, finance, and relevant meeting notes for all offices.
- Ensure all the Institution and REC information related to the program or MIS is collated, recorded in the provided template, and validated. Also, keep an up-to-date repository for reference.
- Supervise the support staff, monitor their work performance, and maintain their attendance and leave records.
- Manage local travel and logistics for all team members and management team.
- Any other task assigned by the PO or local leadership.
Required Skills
Requirements:
- Bachelor’s Degree, preference will be given to incumbent with administration or business management background
- Minimum three years of relevant experience
- Ideally, between 22–38 years
- Should have problem-solving skills and a willingness to work around obstacles.
- Jamati institutional and voluntary experience would be a significant asset.
- Proven ability to manage multiple tasks under pressure, meet stringent deadlines and work well in teams.
- Excellent interpersonal and communication skills and, command of English and Urdu languages, ability to understand the local dialect will be an added advantage.
- Goal-Oriented, data-driven, with a positive ‘can-do attitude and strong problem-solving skills.
- Proven skills in MS Excel, Word, PowerPoint, and Outlook.
- Both males and females can apply, however, Preference will be given to male applicants due to the nature of work
Travel and Schedule:
Willingness to work beyond regular working hours and to travel within and outside the designated jurisdiction.
The candidate must be from the Local Council’s Garamchashma jurisdiction only.