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Communication Assistant (Receptionist)

1) Monitor radio calls, conduct radio checks and establish effective communications with land line, mobile, radios, Skype and outlook within all ACTED bases. Record and deliver the information to the concerned offices/ personnel in a timely way.

2) Monitor and track ACTED missions and convoy movements and maintain the mission movement record, informing the concern ACTED Office of any abnormal incident/deviation with all details through all possible communication means.

3) Inform the Supervisor immediately of any incident / accident received via communications network. Act as a backup station for relaying onward messages from one ACTED office to others.

4) Maintain updated lists of Sell-call Telephone/Cell-Phone/Email Communications and keep all the communication systems in good working condition at all times and report any faults Immediately.

5) Handle normal electronic switchboard operations and ensure that all communications Equipments are in perfect working conditions before the start of duty.

II. Security:

Supervise the coordination and performance of security team personnel (up to 20) at premises according to ACTED regulations, reporting any deviation, omission or slack in security staff or procedures to Security Focal Person.

1) Ensure correct entry control procedures for visitors, parcels and all deliveries.

2) Ensure all ACTED Islamabad staff are wearing and have valid ID badges in place.

3) Ensure all staff lists as per ACTED format are completed and in place (including house inventories for International staff)

4) Ensure that staff Parking is orderly and in line, with security requirements.

5) All other communication related tasks as requested by HR/Administration Officer Islamabad are performed

III. Secretary

Follow up / Facilitate movement of ACTED staffs.
Meeting arrangement within & outside the organization.
Enter log of expatriate/national staffs movement.
Appropriate Vehicle allocation for expatriate/national staffs movement.
Liaison/Coordinate with driver on duty with staffs after every 30 minute interval.
Assist staffs in communication either, connecting incoming or outgoing calls.
Make contact with appropriate authorities in case of need, emergency or as directed.
Act vigilantly responsible with commonsense in focus to facilitation.

2) Follow up of ACTED Islamabad E-mail Account.

Ticketing with flights track record.

Communication with Bases for mission staff by Road/by Air

Check for new E-mail on the timely manner.
Read all received e-mails and forwarding them to concerned people for further follow up.
Print necessary E-mail/Newsletter/attachments for filling and posting on the notice board.
Registration and follow up of all in-coming and out-going letters i.e. Invitation and official mails in ACTED Islamabad's registry IN / OUT book.
Posting/Circulating memos and important notice through e-mails / notice board
Record every action / activity performed in the duty hours.
Update ACTED Pakistan tel. directory and contact list on timely manner;

IV. Office Management:

Supervise and follow up the attendance sheet for Security Guards (ACTED Employees & Security Company), Drivers (ACTED Employees & Vendors) and submit the attendance sheet with the supporting documents i.e. Leaves Forms (Mission, Vacation, sick) to Human Resources Department.
Ensure guards are properly deployed overnight and drivers are aware about their
assignment if any, and ready t9 perform accordingly. Updating vehicle tracking board.'1
Follow up and manage vehicles daily movement in coordination with Logistic Department.
Translating office related documents from English to Urdu or vice versa .
Photocopying/scanning/mailing of documents as needed and instructed by HR department.
Ensure proper filling of incoming / outgoing faxes / letters / memos or documents.
Perform duty of filling assistance, by ensuring all hard copies are placed in files accordingly.
Ensure every file is available, ready to refer and placed at its appropriate.

Skills

- Excellent computer skills (Windows, Word, Excel, Outlook)
- Good level of verbal and written communication in English
- Excellent influencing and communication skills.
Personal qualities
-Ability to organize own work to meet deadlines
-Accuracy and attention to detail
-Demonstrate enthusiasm and a willingness and interest in learning new skills
-Adaptable to change
-Ability to work both independently and in a team
-Discretion in handling confidential issues
-High level of integrity
"Women and minorities are encouraged to apply"

Job Details

Industry:

N.G.O./Social Services

Functional Area:

Administration

Total Positions:

1 Post

Job Shift:

First Shift (Day)

Job Type:

Contract

Department:

Islamabad

Job Location:

F-7, Islamabad, Pakistan

Gender:

No Preference

Minimum Education:

Bachelors

Degree Title:

At least a graduation degree in a relevant subject.

Career Level:

Entry Level

Minimum Experience:

2 Years (A minimum of 2 year relevant experience in a similar position preferably with an INGO)

Work Permit:

Pakistan

Apply Before:

May 06, 2016

Posting Date:

Apr 28, 2016

ACTED Pakistan

N.G.O./Social Services · 601-1000 employees - Islamabad

ACTED is a non-governmental organization with headquarters in Paris. Independent, private and not-for-profit, ACTED operates according to principles of non-discrimination and transparency. Our mission is to support vulnerable populations affected by wars, natural disasters and/or economic and social crises, and to accompany them in building a better future; thus contributing to the Millennium Development Goals. ACTED ‘Links Relief, Rehabilitation and Development’ to provide continued support to vulnerable communities as their needs evolve. ACTED has been present in Pakistan since 1993 with assistance ongoing presently in Sindh, Khyber Pakhtunkhwa (KP), the Federally Administered Tribal Areas (FATA) and Azad Jammu Kashmir. The country programme comprises of four key pillars: Pillar 1 – Humanitarian assistance – Through this component, ACTED supports the emergency and early recovery needs of communities following disasters. In recent years this has included support for communities affected by floods, earthquakes and the complex emergency; Pillar 2 – Income generation and sustainable livelihoods – ACTED has extensive experience in this sector including market-oriented vocational trainings, basic skills development, as well as on and off-farm livelihood assistance; Pillar 3 – Social cohesion and access to basic services – ACTED improves access to basic services through a range of measures including support for educational institutions, community infrastructure and local governance. Social cohesion is a key component to ensuring equitable service provision. ACTED’s interventions include the establishment of local representation bodies as well as supporting the rights of women, minorities and marginalized groups; Pillar 4 – Environmental protection and community resilience – This pillar aims to mitigate some of the effects of recurrent disasters, climate change and environmental degradation. Interventions start at a household level, such as construction of fuel efficient

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