Management Associate

Job Title: Management Associate

Reports to: Programme Director, and works under supervision of Administration Unit.

Job location: Islamabad

Department: Operations

Introduction to DAI – CDIP Programme:

Consolidating Democracy in Pakistan (CDIP) is a two and a half year, £22 million, programme funded by the UK Department for International Development (DFID) and Foreign & Commonwealth Office (FCO). The objective of CDIP is to support the consolidation of democratic practice in Pakistan, through strengthening the capacity of its political institutions to be more capable, accountable and responsive to the needs and aspirations of the Pakistani people.  Consolidating democracy through enhanced inclusion and legitimacy begins – and continues – beyond election day.

The programme will work closely with the Electoral Commission of Pakistan (ECP); the Parliament; Provincial Assemblies; political parties; and civil society. It will also focus particularly on enhancing the participation and empowerment of marginalised groups, including women, youth, persons with disabilities and minorities. CDIP will utilise its convening power to broker sustainable relationships that will bring together disparate groups in Pakistani society, and facilitate the building of consensus around the democratic process.

The Consolidating Democracy in Pakistan (CDIP) Programme is a 30-months initiative, aims to provide support to consolidating democratic practices in Pakistan, wherein:

1. Election management and election oversight processes are more credible, transparent and inclusive;
2. Parliamentary processes are more inclusive, and parliamentarians are more effective in holding government to account;
3. Political parties across the mainstream political spectrum better represent, respond to and deliver for their constituents; and,
4. The democratic space allows improved policy dialogue, political debate and public discourse.

Under component 1, CDIP is providing technical assistance to Election Commission of Pakistan (ECP) in improving elections management and oversight processes.

Scope of the Work:

The Management Associate will be responsible for all the front desk and related tasks. Their responsibilities will also include the provision of high quality, core administrative support to the Programme Director.

Duties and Responsibilities:

Specific duties and responsibilities include but are not limited to the following:

1. Answering telephone calls, and directing the callers to the appropriate staff members, and to maintain the visitors log.
2. Organizing meetings, ensuring all arrangements for meetings are made.
3. Maintaining records of all vendors, partners, organizations, donor agencies etc.
4. Maintaining the staff contact list.
5. Coordinate all external requests for conferences, and meetings. Keep clear and easily accessible records of all requests.
6. Provide support to visitors and visiting delegations as necessary.
7. Providing callers with information such as company address, directions to the office, company website, and other related information.
8. Receiving, sorting, recording, and forwarding incoming mails.
9. Ensure attendance register is maintained. Make sure staff mark their attendance daily, and biometric entry is made. Update the Programme Director on staff attendance on daily basis by email.
10. Maintaining, and routing publications.
11. Maintain awareness of staff movement in and out of office.
12. Coordinating the picking up, and delivery of regular and express mail services (TCS, FedEx, UPS, DHL etc.).
13. Assisting in the ordering, receiving, stocking, and distribution of office supplies.
14. Assisting with other related clerical duties such as photocopying, faxing, filing, and collating.
15. Provide support to the Programme Director including, but not limited to; preparing materials for distribution, managing incoming and outgoing correspondence and other documentation,
16. Manage the Programme Director`s diary, and by setting up meetings, screening calls and visitors.
17. Make travel arrangements of the Programme Director, if needed.
18. Maintain Programme Director`s correspondence files.
19. Assist the Programme Director by the completion of day to day assigned tasks.
20. Any other duties as assigned by the Programme Director.

JOB REQUIREMENTS

Education: At least a graduate.  

Work Experience: at least 5 years of relevant experience

Demonstrated Skills and Competencies:

• Strong administration, communication, organizational, and planning skills.
• Good skills in writing and reading English.
• Good computer skills.
• Highly organized, neat, and self-motivated, work with little supervision, work alone or as a team, time-conscious, comfortable working with different types/levels of people.
• Ability to take initiative and to be appropriately assertive.