UNITED NATIONS INDUSTRIAL DEVELOPMENT ORGANIZATION

Trade Related Technical Assistance (TRTA II) Programme

Project: EE/PAK/09/008

JOB DESCRIPTION

Post Title Office Secretary

Duration 3.0 w/m extendable to 6 w/m

Date required 01 August 2012

Duty Station Islamabad (Pakistan)

Duties The person will work under the overall guidance of the UNIDO Project Manager in Vienna. Under the direct supervision of the Chief Technical Advisor (CTA), the incumbent will manage all administrative matters within the Project Management Office and specifically be expected to:

Main Duties
Secretarial Functions:
1.  Provide active secretarial and administrative support to the project staff and manage telephone switchboard
2.  Manage visitors and answer queries with discretion
3.  Arrange meetings, both internal and external for PMO
4.  Prepare, type and revise all project documents
5.  Undertake typing of documents for all project staff
6.  Prepare mission schedules and confirm appointments for PMO/International Experts
7.  Prepare letters and daily correspondence
8.  Screen and distribute all incoming mails and maintain follow-up system to signal urgency
9.  Check outgoing mails for conformity before signatures and ensure follow up and maintain photocopies of the documents and prepare for dispatching
10.  Disseminate information to National/International consultants for other follow up actions
11.  Maintain proper filing system of policy, confidential and general files
12.  Operate electronic mail systems and coordinate the flow of information
13.  Maintain and update database of contact details of all partners
14.  Perform liaison duties with project staff
15.  Mail and dispatch brochures, newsletters etc.
16.  Maintain office directory and records
17.  Perform other duties as and when assigned by CTA
Administration:
1.  Provide support to International Experts and HQ staff in organizing their missions
·  Manage administrative/logistics arrangements
·  Manage boarding/lodging arrangements
·  Process security clearance
·  Arrange local travels
·  Prepare mission letters and mission schedules
·  Take confirmations and finalize schedule/meetings
·  Submission of travel requests of Programme Officers to accompany International Experts
·  Other administrative work as and when required
2.  Provide support to local project staff for their travel
·  Manage administrative/logistics arrangements
·  Manage boarding/lodging arrangements
·  Process security clearance
·  Arrange local travels
·  Prepare mission letters and mission schedules
·  Take confirmations and finalize schedule/meetings
·  Coordinate and provide support to local staff to prepare, process and maintain
records of travel claims
·  Other administrative work as and when required
3.  Assist in organizing workshops, seminars, trainings and meetings
·  Organize administration/logistics
·  Prepare invitations letters and distribution lists
·  Take confirmations by the invitees
·  Prepare addresses by speakers
·  Prepare folders
·  Assist and organize for printing of banners, programmes, name tags, writing pads etc.
·  Other administrative work as and when required
4.  Assist in organizing Study Tours
·  Prepare letters for study tours
·  Process visa documentation
·  Organize for participant’s traveling fee, accommodation, DSA
5.  Manage all administrative matters with project management office
6.  Maintain liaisons with core office to obtain day to day information on changes in procedure/regulation and matters pertaining to administrative work
7.  Verify office vehicles log books
Human Resource:
1.  Assist in recruitment processes for various positions and ensure compliance of UNDP/UNIDO Headquarters rule
2.  Prepare list of candidates and screen CVs
3.  Prepare interview folders for the interview panel
4.  Compile/prepare evaluation sheets for interview panel
5.  Complete documentation of selected candidates
6.  Assist in keeping track of contract expiries and notify project prior to expiry of contracts for contract extensions, manage contract extensions and amendments effectively
7.  Prepare staff leave records
8.  Prepare overtime claims of General Service staff (drivers/clerks)
Procurement:
1.  Assist in purchase of office supplies and stationery
·  Request quotations, prepare evaluations/comparison statements for various office need procurements
·  Assist in preparation of documentation for bidding/tender
·  Order stationery for the project purposes
·  Ensure timely supply of office stationery
2.  Assist in keeping proper inventory record
·  Maintain inventory records for both expendable and non-expendable equipment
·  Maintain and check proper usage of non-expendable equipment
·  Organize and maintain storage of all inventory
3.  Assist in purchasing assets for the office
·  Make evaluations for various procurements
·  Followup with the vendors
4.  Prepare and send Purchase Orders and carry out negotiations with vendors, when required
5.  Analyze and evaluate information regarding vendor’s performance with regards to quality, prices, delivery and equipment are in conformity with the organization’s requirements
6.  Ensure all expected merchandise is received, in accordance with PO specifications and in good condition

Qualification: Bachelors/University Degree with 3 years of work experience in Business/Office Management and Public Administration. The candidate must show pro-active attitude, possess excellent communications skills, able to work independently yet possess the ability to interact constructively with both public and private sectors.

Language: English & Urdu