PAKISTAN NATIONAL AIDS CONSORTIUM JOB DESCRIPTION

Job title:                   Secretary/Administrative Assistant
Based:                      Pakistan National AIDS Consortium or provincial/regional consortia/networks
Reports to:              Finance/Administration Manager

MISSION

Prevention and control of HIV/AIDS in Pakistan

Job Purpose

The Pakistan National AIDS Consortium (PNAC) is a network of 6 provincial/regional NGO networks throughout Pakistan. PNAC was founded in 2000 and is constituted of the Punjab AIDS Consortium (PAC), the PNAC Sindh Office the Balochistan AIDS Network (BAN), the Northwest Frontier Province AIDS Consortium (NAC), the Northern Areas AIDS Control Consortium (NAACC) and the Kashmir AIDS Consortium (KAC). Each provincial/regional consortium represents member NGOs, who work to prevent HIV/AIDS in Pakistan and/or to provide care and treatment for people living with HIV/AIDS. PNAC does not currently have members, but instead represents the provincial/regional consortia at the national level and in the future will provide support and services, through a professional staff, to the provinces.

In 2004, the European Commission (EC) and DFID funded a project entitled “Building-Up Rights-Based Approaches to HIV/AIDS in Pakistan: A National Civil Society Capacity Building Project.” Commonly known as the TAMEER Project, this programme aims to radically enhance the capacity of HIV/AIDS NGOs and to help them be effective and enduring partners in public-private sector partnerships fighting HIV/AIDS. This includes enhanced governance, as well as strategic, organisational, technical and project identification and management capabilities, and increased joint planning and coordination. The TAMEER Project is being implemented by Pakistan National AIDS Consortium (PNAC), other partners include Interact Worldwide Pakistan (IWP), KIT Health of the Netherlands, AIDOS from Italy, and the Centre for Population Studies of the London School of Hygiene and Tropical Medicine.

Main Responsibilities

With support from the Finance/Administration Manager:

Provide secretarial support to staff
Provide financial records support
Ensure the smooth operations of the office
Make travel arrangements and organise meetings and workshops
Oversee IT-related matters as needed

Main Areas of Work

1. Provide Secretarial Support

Establish and maintain a secure system to receive, distribute and dispatch mail after entering into register.
Take dictations, type and distribute letters, memos, faxes and other documents.
Translate English to Urdu and vice versa. Occasionally serve as interpreter as needed.
Make photocopies, oversee photocopying work of peon/intern, and ensure that photocopy and fax machines are in good working order.
Establish and maintain a filing system allowing for easy retrieval by staff.

2. Provide Financial Records Support

Assist with preparation of payments, vouchers, and other financial documents.
Assist with data entry into financial accounting system.
Assist with other financial accounting matters as directed by Finance/Administration Manager.

3. Smooth Operations

· Receive telephone calls, take and pass on messages in an efficient manner.

· Keep records of all official and personal outgoing telephone calls.

· Ensure that telephone exchange is properly used and kept in good working condition; ensure repair and maintenance as necessary.

· Attend visitors and provide information to the public.

· Design, implement, and maintain system for controlling usage of vehicles and timely repair and maintenance, including daily check of vehicles log books.

· Oversee and monitor staff attendance register; ensure that it is properly used.

· Ensure that guards are active and that they record the details of visitors in the register provided.

· Maintain up to date staff leave records and prepare accurate periodic leave reports after reconciliation with attendance register and other records.

· Keep kitchen and office supplies inventory records and maintain minimum required stock level at all times.

· Maintain office records.

· Act as focal point for suppliers or service providers for procurements and repair & maintenance activity.

· Take initiative on cutting costs without compromising quality.

3. Arrange travel and organise events

Coordinate with management to negotiate discounted rates for travel, rooms, food and halls with reputable travel agencies, hotels, guesthouses and other institutions in major cities and maintain updated list with access by all staff.
Make hotel and travel bookings.
Perform other tasks as assigned.

4. Oversee IT-related matters

Act as focal point for coordination and provide assistance for assessment and provision / contracting of high quality technical assistance inputs, as appropriate, and identification of suppliers required in this regard.
Ensure troubleshooting of computers, printers, and other office equipment.
Organise computer software and work with staff to ensure that office computers have up-to-date software and virus protection.

5. In Addition:

Identify own personal training and career development needs, and ways to address them, in conjunction with the Finance/Administration Manager.
Undertake business travel, as required.
Undertake any other activity that contributes to the smooth running and development of the consortium