Under the guidance and direct supervision of the Deputy Head of Office for OCHA Pakistan, the Humanitarian Affairs Assistant ensures effective and efficient functioning of the office, full confidentiality in all aspects of assignments regarding program and policy. Very good knowledge of OCHA’s institutional mandates, policies and guidelines related to humanitarian affairs and humanitarian reform is desirable. Fluency in English (written and spoken) is required.
Functions / Key Results Expected
Summary of key functions:
Effective and efficient functioning of the office for the Head of Office OCHA-Sind
Effective communications and administrative support to the office
Facilitation of knowledge building and management of different events, documents etc.
1. Ensures effective and efficient functioning of the office for Head of Office OCHA- Sind, focusing on achievement of the following results:
Management of the office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct.
Efficient and discreet management of the Head of Office schedules.
Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
Delegation handling in regard to their appropriate protocol, hotel stay, meeting schedule and to manage nationwide travel for delegates when is required.
Manage to organize Workshops and other events for the organization
1. Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:
Maintenance of the filing system ensuring safekeeping of confidential materials.
Use of automated filing system.
Coordination of the information flow in the office and dissemination of information to staff as required.
Facilitation of information sharing.
Follow up on deadlines, commitments made and actions taken.
· Draft routine correspondence, general briefing notes and minutes of meetings when requested, translations when required;
Administration of travel, meetings, appointments and briefings for the Head of the office.
Initiating NOC process for Head of Office-Sind visit nationwide.
Keeping check on Head of Office-Sind email account to keep her/him informed for important and urgent mails, meetings and information.
Coordinate for briefing packs for important meetings along with the talking points for meetings, in close collaboration with different OCHA sections.
Coordinating with OCHA IT department for any kind of audio and video teleconferencing.
Managing OCHA internal and external events, invitations and there distributions for important internal or external meetings.
Support to contingency planning for Monsoon 2012.
Assisting Deputy Head with his/her meeting with different partners or agencies.
Preparing and uploading important documents, presentations to OCHA link and disseminating them.
Coordinating within OCHA and different clusters in phase of emergency.
Maintaining important contact lists like HCT, ICCM, GSM etc.
Impact of Results
The key results have an impact on the efficiency of the Deputy Head of Office for OCHA.
Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of OCHA as an effective contributor to the humanitarian coordination. Incumbent’s own initiative is decisive in results of work and timely finalization.
Demonstrates commitment to OCHAs mission, vision and values.
Displays cultural, gender, religious, race, nationality and age sensitivity and adaptability
Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a broad range of activities aimed at effective and efficient functioning of the office for Head of OCHA, including schedule management, maintenance of protocol, information flow.
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humoured even under pressure
Demonstrates openness to change and ability to manage complexities.