Admin Assistant-cum-Receptionist-Telephone Operator
JOB DETAIL
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cum- telephone operator. Provide support to CR and PM TBTTP in office management (documents record keeping, communications and dispatch / receiving of letters /
contracts / agreements, etc), handle incoming and outgoing telephone calls, mail, faxes, etc and maintain an updated communication index, keep record of all calls being made from CRO and ensure that these calls are properly charged to the respective projects/units. The incumbent will also be responsible for scheduling meetings / workshops with stakeholders / provinces and do necessary arrangements as required.
SPECIFIC DUTIES:
The incumbent will be responsible to provide administrative, logistic support and act as Receptionist cum-Telephone Operator related duties to support maximum operational efficiency of the IUCN CO Islamabad and TBTTP project. He/she will also operate PABX. Following are the specific ToRs of the position
1. Scheduling meetings/workshops with stakeholders/provinces and do necessary arrangements.
2. Provide support to office staff in office management (appointments/meetings, record keeping,
communications and dispatch/receiving of letters / contracts / agreements, etc).
3. Responsible for informing participants of workshops, seminars and meetings in coordination
with program, administration and finance units.
4. Receive and welcome all guests/visitors and direct them to the concerned staff;
5. Handle incoming and outgoing telephone calls, mail, faxes, etc and maintain an updated
telephone index and revise it as and when required;
6. Keep an updated record of calls being made from Islamabad Office and ensure that these
calls are properly charged to the respective projects/units; share proper reporting/ statements/
monitoring, etc with the supervisor;
7. Ensure that messages are communicated effectively and reached down correctively;
8. Ensure proper filling of all correspondence and important documents on assigned subjects
9. Assist in providing cab services to all Islamabad Office staff and guests;
10. Handle TCS/Mail charges and all its modalities;
11. Provide secretarial services to the CR and PM TBTTP, as and when required;
12. Maintain up to date list of files, contacts and reports.
13. Liaison with Central HR Unit, Administration and Finance personnel on routine matters.
14. Carry out any other relevant tasks as required and mutually agreed with the line
manager/supervisor(s).
| • The position requires professional experience in office administration, secretariat services and as receptionist with at least 02 years practical experience in government/Private Organization(s), UN agencies, NGOs/INGOs. The following specific qualification and skills are desirable: Bachelor / Master degree Fair speaking skills of English and Urdu whereas proficiency in other local languages will be an added advantage Working computer skills of MS Office Good record keeping skills Pleasant personality and good communication skills |
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the “Apply” button.
Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and some 15,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
