Job Description

Position Executive Secretary Grade C1

Department & Country Office, Islamabad Date January 2017
Location
Reports to: Country Director
Purpose:
Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to
reach as many children as possible, particularly those who are excluded or marginalized
with high quality programs that deliver long lasting benefits by increasing its income,
working in partnership with others and operating effectively.

Plan is working in Pakistan since 1997 and has a presence in 31 Districts of Pakistan. Plan
International is a child centered community development organizations working for
promoting childrens rights, in Pakistan we are working to achieve this in partnership with
the Government of Pakistan, Civil society, local partners and communities.

The Executive Secretary is responsible for enhancing effectiveness by providing information

management support and providing secretarial, clerical and administrative support in order
to ensure that work is carried out in an effective and efficient manner.

The position holder will ensure that:

The childrens rights and welfare comes first and adhered at all times.
Plans Child Centered Community Development approach is applied in all aspects
of his/ her work.
Plans gender equality and inclusion commitments have been followed as per
Plans policy on gender equality and Inclusion framework.

Dimensions of Role:

Reach/Breadth of the post - This post will report directly to Country Director and is part of
coordinator job family.
External Representation Government, Donors, partners and Plan International
Risk management The position will ensure that all necessary documentation,
meetings, minutes, confidentiality is ensured
Communication Excellent verbal and written skills
Non-staff all external contacts
Staff None
Budgets/Assets NA

Key End results and typical responsibilities:

To support CD in maintaining office confidentiality and security of documents and flow of

information.
To receive and prioritize incoming and outgoing mail on behalf of the Country Director and
disseminate or take action as suggested by the Country Director.
Maintains the Country Directors calendar for all schedules appointments and meetings and
ensures logistics are arranged and made available.
Update Country Office Security Tree and CO Extension List

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 Ensure CD is prepared for meetings and appointments with all relevant documents and
information.
Ensure an updated address and contact list of stakeholders is maintained and readily available.
Organize and prioritize tasks assigned by the CD/CMT based on their urgency and importance
and provide regular feedback on the status
All documents are appropriately filed via an efficient filing system.
Receive visitors and telephone calls to screens, prioritize and relay messages as needed.
Take minutes of various meetings such as CMT, ECMT, SRT and document important decisions
for dissemination to relevant staff and departments.
On behalf of the CD send various communication and information as required both internally and
externally
Support in organizing various events by the programme team and help them in sending invitations,
follow up with participants, organize material to be distributed etc.
Timely schedule of daily and weekly appointments
Travel logistics
Coordination with all externals
Maintain files and record minutes
Receive and respond to phone calls
Back ground research on meetings

Visa/Meetings Arrangement:

Support CMT in visa related documents and facilitation in expediting visa documentation
requirement
Facilitate visas for expat visitors to Pakistan.
Provide regular visa information to Pakistan Humanitarian Forum regarding visa/work permits etc.
Liaison with Admin to ensure that meeting room and support is available for CD/CMT related
meetings.
Provides information and assistance to Country Directors visitors in a courteous manner
Prepare all official and leave travel documents of CD and forward same to necessary depts.
(Admin & Finance)

Dealing with problems:

Able to think analytically and solve problems

Interpersonal skills
Sharp mind to deal with unplanned events

Communications and working relationships:

Good English and Urdu language skills.

Ability to work extended hours if needed
Willingness to travel if needed
Meet with Government officials for seeking appointments etc

Knowledge, Skills, behaviors required to achieve role objectives:

Knowledge: Masters degree with at least 4 to 10 years experience working with top executive

Skills:

Word processing
MS power point
Basic Excel

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 Writing and drafting skills
People handling
General Required Behaviors:

Demonstrate flexibility, supportiveness to other colleagues and other set of behaviors as per
Plans CCCD and child protections set standards and being Gender sensitive towards others
colleagues, as well as to communities.
Demonstrate behaviors aligned with Plan Pakistan Values at different levels, Government, Partner
Organization, CBOs, Communities, vendors and Individuals.
Demonstrate approach to work characterized by commitment, motivation and energy.
Establish and maintain fair and effective relationships with colleagues which provide a supportive
working environment for everyone.

Job specific required Behaviors:

Confidentiality
Punctuality & Regular in attendance
Neatness and orderly work

Physical Environment and Demands:

Able to work in all circumstances in accordance with accepted principles, practices, norms and as per
Plan set standards and Polices (Disaster areas etc.).
Able to work with multi-culture staff/team members and communities.

Level of Contact with Children:

Low No direct contact, work mostly involves office desk work

Medium Occasional interaction with Children, during field visits

High Frequent interaction with children, field visits on daily or weekly basis

Organizational Chart:

Country
Director

Executive
Secretary

Signature:

Position Holders
Name:
Signature:
Date:

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