Job Summary
Duty Station:
Clifton Karachi
Eligibility Restriction:
Only Karachi-based candidates should apply.
The Office Secretary will be primarily responsible for providing comprehensive administrative support to the Board Members and other members of the Institution. The role requires close coordination within the Kharadar jurisdiction; therefore, familiarity with the local context of Karachi is essential.
Key responsibilities include routine coordination, serving as the first point of contact for the Institution, event management, secretarial support, financial management, CFR matters, and IT support to ensure quality and seamless program delivery. The incumbent will work closely with the Institution’s portfolios, including Youth & Sports Board, Health Board, Education Board, Economic Planning Board, and Social Welfare Board.
The position will report to the Board Members and Regional Operations Manager at the Regional Office.
Duties & Responsibilities
- Serve as the first point of contact for the Institution to address routine queries and escalate needs appropriately.
- Receive and manage all incoming calls and correspondence.
- Assist in preparing timely progress reports.
- Maintain records, ensure proper distribution, coordinate case-based queries, and direct them to relevant Board Members.
- Deliver official correspondence, announcements, and communications to respective Institutions, local offices, and management, and coordinate dissemination.
- Assist in planning, coordination, budgetary management, execution, and quality assurance of all programmatic activities.
- Actively participate in organizing meetings and social events, including refreshments, venue booking, invitations, transportation arrangements, and advance coordination.
- Take meeting minutes, finalize documentation, and send for relevant approvals.
- Maintain office databases including Board Members, volunteers, vendor contacts, MIS, finance records, and meeting documentation.
- Ensure all program- and MIS-related information is properly collated, recorded in approved templates, validated, and archived.
- Monitor staff attendance and manage personnel records, including leave tracking.
- Assist in processing LOIs and due diligence documentation.
- Manage local travel and logistics for team members, including vehicle logbooks, meeting hall bookings, and vehicle repair and maintenance (with prior approval).
- Prepare monthly financial reports, conduct petty cash counts, and manage asset tagging.
- Process payments of bills, vouchers, invoices, petty cash, and advances in a timely manner.
- Perform any other duties assigned by the respective Institution.
Required Skills
Skills and Qualification:
- Bachelor’s degree (four years of education) with at least 1–2 years of relevant work experience.
- Ideally between 22–35 years of age.
- Strong problem-solving skills and ability to work around operational challenges.
- Institutional and voluntary experience will be preferred.
- Proven ability to manage multiple tasks under pressure, meet deadlines, and work collaboratively in teams.
- Excellent interpersonal and communication skills with command over English and Urdu; understanding of local dialect will be an added advantage.
- Proficiency in MS Excel, Word, PowerPoint, and Outlook.
- Own conveyance (preferably motorcycle) is required for operational convenience and field coordination.
Compensation
A competitive salary package will be offered, commensurate with experience and responsibilities, considering the increased programmatic workload, reporting requirements, and field interventions associated with the role.
Travel & Schedule
- Willingness to work beyond regular working hours, upon request.
Only shortlisted candidates will be contacted.