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Job Title: PS to Chairman PRCS
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Location
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National Headquarters Islamabad
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Reporting to
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Honorable Chairman PRCS
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Department
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Chairman Secretariat
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Organization Vision
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Saving lives, uniting people and changing minds for healthy, safe and resilient communities.
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Organization Mission
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The leading humanitarian organization of Pakistan, committed to prevent and alleviate human sufferings by mobilizing the power of humanity through volunteers.
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Position Objectives:
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To facilitate and provide a comprehensive organizational, administrative and protocol services and support to the Chairman by proactively overseeing Chairman office’s administrative and protocol tasks as assigned by the Chairman
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S.No
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Specific Duties, Responsibilities, and Accountabilities
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1
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Provision of high level of organizational, administrative and protocol support to the Hon. Chairman
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2
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Administrative activities for Chairman Office that includes: briefing and processing of official files, note taking and preparing presentations for high level meetings, corporate record keeping for multiple entities and maintaining documentation filing
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3
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Coordinate operations of Chairman's office as assigned including: managing security on reception, internal communications, travel and lodging arrangements & coordination, visa & airport arrangements, handling emergency tasks and providing rational solutions to ensure the smooth running of the Chairman Secretariat
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4
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Manage security protocol procedures and liaise with high level internal and external stakeholders from Government/Military/Security Departments, National Society Partners, PRCS Branches and any other concerned organizations
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5
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Ensure high level of discretion in dealing with confidential, critical and highly sensitive situations within the organization. Maintain high standard of work ethic and confidentiality with a professional and mature disposition
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6
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Coordinate and work closely with PA to Chairman on scheduled meeting calendar and prepare documents/reports prior to or after any meeting proceedings from PRCS Management Board, Executive Committee or any other internal and external forums
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7
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Work Closely with Secretary General Office and other internal stakeholders for gathering information and briefing on all official files/documents and high level meetings for Chairman
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8
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Liaise with Chairman to plan and moderate internal team meetings, as and when required
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9
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Manage all incoming correspondences at Chairman Office, draft or prepare final responses to correspondence as directed by Chairman, present and discuss important correspondence with Chairman and ensure that all correspondences received in the Chairman’s office are responded to in a timely and effective manner
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10
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Ensure that the Chairman’s office protocols are followed and maintain the office’s function effectively during Chairman’s absence. Any other task as may be assigned by Chairman
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Education
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MBA or Master’s degree in any field
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Experience
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Atleast 10 years of relevant protocol and secretarial/administration work experience. Armed Forces background would be preferred
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Skills/Knowledge
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- Ability to work under pressure and Attention to detail
- Effective Analytical and Time Management Skills
- Demonstrated Knowledge of Protocol Procedures
- Hands-on Knowledge of MS Office (Word, Outlook Excel, Powerpoint etc)
- Strong Administrative and Coordination Skills
- Excellent Communication and Presentation Skills
- Ability to maintain Confidentiality at all times
- Strong Work Ethics and Problem Solving skills
- Ability to work flexibly with diverse teams at all levels
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Age Limit
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