Office Secretary - Skardu Local (Gilgit Region) @ Aga Khan Council for Pakistan

Job Summary

Job Summary

The Office Secretary will be responsible for different aspects of programs and interventions and provide comprehensive administrative & Financial support to the Office Bearers and Members of Jamati Institutions under their local jurisdiction. The incumbent will report to Regional Operations Manager (ROM) and Regional Academic Coordinator (RAC) to implement and manage programmatic activities with the support of Local leadership and portfolio members, 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). He/she will be responsible in overall coordination with all local and regional level stakeholders

The Office Secretary will be based at the local office located at Skardu. 

Role & Responsibilities:

• Serve as the first point of contact for the  routine queries and escalate their needs.
• Work with the ROM, RAC, and all the relevant stakeholders at the local and regional level to implement relevant programs of ITREB, and Council including (Youth & Sports Board, Health Board, Education Board, Economic Planning Board and Social Welfare Board).
• 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.
• Manage and Administer CFR campaigns, proper disbursement of various value coupons, collection and sharing reports with region and all stakeholders.
• Identify needs at the local level and develop priority-based activities with the coordination of local portfolio members of the Councils, and ITREB. Implement current and planned programs/initiatives of the boards above-mentioned. Prioritize the programs as per local needs. Develop family development plan to improve the quality of lives of ultra-poor (targeted) household under SWB and EPB.
• Reports Utility Consumption bills (Telephone, Gas, Vehicle lock book, 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  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.
• Manage all activities of CIVIC Initiatives with close coordination of National Regional and local focal person.
• Provide updates and other communication materials to the Department of Communication (DoC).
• 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.
• Facilitate in maintaining MIS/ of all the beneficiaries who have participated in the programs and interventions, and update the Program Updates (PUD) end of the programs, and assist ROM / RAC in developing a tracking mechanism of the beneficiaries.
• Maintain and manage the SWB Beneficiary Tracking System (BTS) and special reporting Apps.
• Preparing incident reports in case of any emergency in the either natural calamity or man-made issues (including road accidents etc).
• Responsible to report the Council grant utilization report on monthly and quarterly basis to the regional office and share with other stakeholders if required.
• Preparation of bi-monthly, quarterly, annually and special financial/HR as well as social audits related to Council Grants and different, socio-economic interventions.
• Work closely with Security Coordinator and Member Public Affairs & Security committee for safety & security of the institutions at local and JK level.
• H/She will be responsible for marketing of all programs/sessions among the community. Use and maintain DLRC utilization and update it regularly.
• Identify and share REC need analysis and improvement areas, suggest and recommend possible interventions to Regional Managers. Ensure all the  REC information related to the programs or MIS is collated, recorded in the provided template, and validated. Also, keep an up-to-date repository for reference.
• Any other tasks are given by the National Portfolio’s Head of Operations, Regional Managers, Regional Leadership and Local leadership.
• Supervise the ancillary 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 local leadership.  

Required Skills

Skills and Qualifications:

• Bachelor’s Degree, preference will be given to incumbent with administration or business management background
• Minimum three years of relevant experience
• Ideally, between 25–45 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 

        Note:  Candidates who belong to Skardu Local will be eligible and considered for further process.