Executive Assistant/ Receptionist

The objective of Punjab Enabling Environment Project (PEEP) is to improve the enabling environment for the agriculture sector in Punjab to promote private sector led growth, especially focusing on the horticulture and dairy and livestock sub-sectors. PEEP will help create internationally competitive policy environments for horticulture, livestock and dairy sub-sectors providing the private sector with the security required for investments in agriculture aimed at improving the quality and quantity of produce in the domestic market.

The executive assistant will be the administrative coordinator for the Chief of Party’s office. Assignment will include responsibility as receptionist. Specific responsibilities include but not limited to:

• Receiving and directing incoming telephone calls and operate multi-line telephone system;
• Assist the COP in arranging meetings, managing calendar, maintaining files and performing other related day-to-day assignments;
• Make travel arrangements for the COP in coordination with logistics associate and Operations Manager;
• Develop and carry out an efficient documentation and filing system;
• Order, receive, and maintain office supplies;
• Help the team with document scanning, photocopying, event planning and management;
• Maintain health claim file for staff
• Serve as the custodian over the petty cash fund, and administer petty cash requirements of the project, and ensure proper documentation of the process.
• Facilitate in making time sheets and travel claims of support staff (office boys and drivers)
• Perform as a security check person for female visitors (if required)
• As need dictate, the COP or his/her designee may assign ad hoc special tasks and duties to the Receptionist as required to ensure the overall efficient implementation of the PEEP activities;
• Contributing to team effort by accomplishing related results as needed.

Qualifications and Educational Requirements. 

The individual holding this position shall possess the following:

A. General Qualifications/Skills

• Ability to evaluate tasks and suggest improvements.
• Professional & approachable telephone manner, can deal with visitors at all levels.
• Creating formats for documents.
• Excellent attention to detail and high accuracy levels both numerical and literate.
• Logical and methodical approach to working.
• Clear understanding of all relevant legal obligations and data protection rules
• Demonstrated successful interpersonal skills;
• Fluency in both English and Punjabi required; other Pakistani languages preferred;
• Ability to effectively use computer software;  and
• Ability to work independently with minimal supervision, to prioritize work assignments, to meet deadlines, and to exercise good, professional judgment that reflects positively on the image of PEEP and Chemonics.

 B. Specific Qualifications

• Minimum two years of work experience in a position similar to this one.

C. Educational Requirements

Bachelor’s degree in a relevant field required.