Office Secretary (JIs) Regional Office-Lower Chitral @ Silver Jubilee Development Agency

Job Summary

Job Summary

The Office Secretary will be primarily responsible for providing comprehensive administrative support to the Office Bearers and members of Jamati Institutions and ROM / RAC. Key responsibilities include routine coordination, the first point of contact for the Jamat as well as for Local Offices for their needs, event management, secretarial support, financial management, CFR matters, 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 ROM and RAC at the Regional Office , Lower Chitral

Role and Responsibilities:

• Serve as the first point of contact for the Jamat to address the routine queries and escalate their needs.
• Keep a record, manage its relevant distribution, and coordinate case base queries of the Jamat and direct them to the relevant leadership.
• Deliver all official correspondence, announcements, and other communications to respective Jamati Institutions, Local offices, Jamat Khanas, and Leaders and coordinate with them for its dissemination.
• Assist the Local Offices and Managers in planning, coordination, budgetary management, execution, and quality assurance of all the programmatic activities and facilitate the Managers and leadership in reporting, writing, data storage, asses tags management, and other assignments pertaining to the Regional Office.
• The office secretary will also be responsible to facilitate the meetings and relevant tasks of other portfolios including CFR, Public Affair & Security Committee (PASC), Ismaili Civic, HR & TKN, Admin & Finance.
• Actively participates in organizing meetings and social events, including refreshments, location booking, sending invitation letters, arrangement of transportation, and providing advance information to all attendees.
• Take meeting minutes and important notes, finalize, and send for relevant approvals.
• Support the Managers in assisting Jamati leaders in managing the cash collection Inventory and CFR processes. Closely work with local Program Officer and Local Office Secretary on a day-to-day office affairs and CFR reporting
• Maintains the office database, including local leadership, volunteers, and vendor contact log, MIS, finance, and relevant meeting notes for all offices.
• Supervise the auxiliary staff, monitor their work performance, and maintain their attendance and leave records including local and regional office staff.
• Responsible to receive the guests, leadership, Jamati and non Jamati members and facilitate them to access to the person whom they want to meet.
• Manage local travel and logistics for all team members including maintenance of vehicle log books, meeting hall booking, office vehicle repair, and maintenance on prior approval
• Responsible to ensure that office premises are clean and tidy.
• Must be available for facilitation round the clock.
• Maintain attendance register, leave records (leave, absent, leave without pay) both academic and admin/support staff monthly and annual basis and submit it to HR office. Also need to maintain and update HRAMS on daily bases
• Manage local travel and logistics for all team members and management team.
• Maintain and manage ITREB PPSD records, coordinate the collection of curriculum book orders from LBs, submit consolidated orders to National PPSD, and ensure the timely distribution of curriculum books to the respective LBs. Prepare and submit quarterly reports, as well as an annual report at the end of each year.
• Manage the procurement of  the jamati institutions REC/REPO resources, furniture, and other required items, including obtaining quotations, placing orders, and coordinating their distribution to the respective RECs.
•  ROP Preparation: Prepare Requisitions/Requests for Payment (ROPs) for various administrative and programme-related activities at the Regional Office, ensuring accuracy and compliance with organisational policies.
• Local Office ROP Management: Receive, review, compile, and maintain ROPs submitted by Local Offices, ensuring completeness of supporting documents and timely processing.
• Petty Cash Management: Maintain petty cash records, ensure proper documentation of all transactions, and facilitate timely reconciliation in accordance with financial procedures.
• Finance Coordination: Assist the Finance Team in collecting bills, invoices, receipts, and other supporting documents, and facilitate payments in coordination with the concerned teams.
• Any other task assigned by the Managers or Regional leadership.   

Required Skills

Education and Experience:

• Master’s degree (MBA/BBA (Hons) or M. Com/MPA or Administrative Sciences) from a recognized University.,
• Minimum three years of relevant experience
• The ideal candidate should be between 25 and 40 years of age
• Should have problem-solving skills and a willingness to work around obstacles with  high emotional intelligent .
• 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.

Behavioral Competencies:

1. Demonstrates AKDN values of respect, integrity, and service.
2. Maintains confidentiality and professionalism.
3. Demonstrates empathy, active listening, and nonjudgmental attitude.
4. Practices self-care and stress management.
5. Adheres to safeguarding and child protection principles.

Safeguarding, Values, and Compliance

• All staff must sign and uphold Code of Conduct, Safeguarding Policy, and Anti-Harassment Policy.
• Appointment subject to satisfactory reference checks, background screening, and qualification verification.
• The  Office Secretary must foster a safe and respectful environment for all beneficiaries, colleagues, and community members

Travel and Schedule:

Willing to work beyond normal working hours and travel within and outside assigned jurisdiction.

Note:  Candidates who belong to Lower Chitral will be eligible and considered for further process.

Only shortlisted candidates will be contacted