Value Chain Development Administrative
Assistant

Relevant Experience:

The individual shall possess a Bachelor’s Degree in Social/Development Sciences (Master Degree preferable) or other related field and two years of relevant field experience in implementation of economic growth or livelihood development projects with experience in USAID funded projects required.  The individual(s) holding this position shall possess the following:

• Computer literacy skills required in MS word, spreadsheets, presentations, and email;
• Excellent communications and writing ability;
• Fluency in English, Urdu & Pashto required;
• Flexibility, creativity, and the ability to maintain a rapid and demanding pace of work.

Job Description:

As directed by the VCD Specialist or by the Chief of Party or his/her designee, the individual holding this position shall perform the following tasks: 

• Provide front desk support to Swat Office.
• Note minutes in meetings as and when needed;

• Schedule meetings and facilitate interactions between project colleagues, offices and components, and the public;
• Provide logistical support to Firms project staff, consultants and other project stakeholders travelling to and from Swat including hotel reservations, travel and other arrangements;
• Prepare, submit and follow up on travel requests, PO’s and other official reporting requirements for Swat field staff;
• Coordinate with VCD Training Specialist in Islamabad for organizing all arrangements required for training events;
• Serve from time to time as a facilitator for component events;
• Provide secretarial, word-processing, spread sheet preparation, faxing, filing and other administrative and ICT services to prepare communications, reports, charts, tables, and other documents in English and Urdu;
• Ensure project policy-compliant hard copy and electronic filings in central files of relevant documentation;
• Assist the Operations Department as may be required from time to time to ensure optimal project performance;
• In the absence of field staff and whenever required, carry out field implementation activities for distributions, trainings, consultant visits and other events as and when required;
• Perform all other relevant duties that may be assigned by VCD Specialist or his designee or the Chief of Party or his/her designee.

• Maintain a record of incoming/outgoing mail and supervise the courier services, and distribute mail received;
• Professionally and politely greet and expeditiously assist all visitors to the Firms project office to which the employee is assigned;
• Meeting scheduling and task prioritization in routine work;
• Supervise the repairs and maintenance of office equipment, ensure timely  payment of utility bills;
• Scan important documents and news related to economic growth and send it to the Islamabad Office Director and other staff;

• Serve from time to time as a facilitator for all office events

Working Conditions

The VCD Administrative Assistant will be required to follow the following office and environmental conditions:

• Daily, weekly and monthly reporting to supervisor as the VCD Administrative Assistant will have regular working hours 9am-6pm like Long Term staff (unless travelling)
• Extensive field work will be required, at times on weekends in Swat
• Reporting absence from work to supervisor in advance to ensure scheduled tasks are reorganized
• Complete accurate timesheets of hours worked
• Any other duty assigned by the supervisor