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Job Description:

A stable and prosperous Pakistan is a top priority in international development efforts of the UK Government. Empowerment and voice of women, girls and marginalized social groups is vital for these efforts to succeed. Therefore, enabling them to articulate their needs and influence legislation, policies and practices which affect them is at the heart of the UK’s development assistance. Better access to reproductive, maternal, new-born and child health and nutrition is an important entry point to achieve this objective.

Pakistan is off-track to achieve the health Millennium Development Goals (MDGs). DFID Pakistan (DFIDP) therefore is focussing on reproductive, maternal, new-born and child health (RMNCH) including nutrition to support effective implementation of health sector strategies that will lead to achievement of the health MDGs. DFIDP has recently signed a Memorandum of Understanding (MOU) with the Government of Pakistan on Provincial Health and Nutrition Programme (PHNP) to achieve RMNCH and nutrition results in Punjab and Khyber Pakhtunkhwa provinces over four years (2013 to 2017).

These TORs relate to the Admin Assistant role for one component of the PHNP programme - Empowerment, Voice and Accountability for Better Health and Nutrition (EVA-BHN).

The objective of the programme is to increase the demand for better RMNCH services and nutrition and empower citizens to hold the service providers to account. Women, girls and children with the greatest needs and from underserved backgrounds will be prioritized. The sub-programme will complement the supply-side interventions by increasing demand and strengthening mechanisms for greater and effective citizen participation and monitoring of health services. This includes: 

  • Influence health legislation, policy, practices, and service delivery through greater pressure and demand from the citizens. The supplier will work through a combination of empowerment, voice and accountability approaches including, but not limited to, awareness raising and mobilization, advocacy and lobbying, capacity building, coalitions and partnerships.
  • Pilot innovative solutions for increasing access of the poor and women and girls to RMNCH and nutrition – with priority to increasing immunisation coverage, skilled birth attendance, modern contraceptive usage, child and mother nutrition, management of common child ailments and usage of primary healthcare facilities, community workers, etc.

 

Outline of Position

The role will be responsible for assisting Provincial Manager Finance & Operations and Finance and Admin Officer Punjab in day to day assistance in logistics and Administrative work along with attending phone calls, fax, guest management, staff in and out, maintain database of contacts etc.

 

Reporting System

Primarily Reporting to the EVA-BHN Provincial Manager Finance & Operations and Finance & Admin Officer Punjab to assist in ensuring:

Responsibilities:

  • Answer telephone calls, screen and direct to the relevant person.
  • Take and Communicate messages.
  • Supervises, leads guides and supports the cleaner/Helper and cook.
  • Prepare time sheets for support staff.
  • Maintain received and sent mail records.
  • Greet persons entering office.
  • Direct visitor to correct destination.
  • Deal with queries and direct to the relevant official.
  • Ensures knowledge of staff movements in and out of organization.
  • General administrative support.
  • Support to Admin for record keeping and filing.
  • Maintain records of Supplies/consumables.
  • Keep track of the consumption report of Vehicles and Generators
  • Support in preparation of letters and documents.
  • Responsible to maintain records of incoming and outgoing mail.
  • Responsible to receive and sort mail and deliver to relevant Staff/department.
  • Schedule appointments and meeting hall reservations.
  • Responsible to maintain telephone diary either manually or electronically.
  • Support to organize meetings, workshops and conferences.
  • Tidy and maintain the office and reception area.
  • Any other tasks assigned by supervisor.

Selection Criteria:

  • Minimum qualification required is Graduation
  • Minimum of 2 years of experience working as an Admin Assistant  
  • Knowledge of administrative support procedures
  • Good communication and Computer Skills
  • Verbal and written communication skills in English
  • Professional personal presentation
  • Organizing and planning
  • Attention to detail
  • Can Operate PABX
  • Fax Machines and Photocopiers.