Job title : Team Secretary (Development Team)
Organization : Oxfam Novib
Levels : E2 (PKR: 375,121) gross per annum divided in 13
Duration : One year
Type of Contract : National Contract (Project)
Duty Station : Islamabad
Reporting to : Programme Manager (Development)
Supervises : N/A
Oxfam Novib Mission:
Oxfam Novib is based in Netherlands. It is member of Oxfam International. We are working for a
just world without poverty together with people (women and men), organizations, businesses
and governments through projects and lobby at local and international level. We believe that
poverty and injustice are global problems. They are about unjust economic and political
relationships. That is why all the Oxfam’s are working together to have more influence and
achieve more in our struggle for a just world without poverty.
Purpose of the job:
The purpose of the job is to ensure effective and efficient support of the secretarial
administrative processes to the Field Office and to give secretarial and administrative support to
the Development Team.
Manage internal & external communications and correspondence and to ensure distribution of relevant
information as appropriate within the Development team and country office other departments.
Assist Supply Chain & Capacity Building Coordinator for day to day routine administrative issues.
Assist in Procurement process, tabulations, comparative statements.
Draft letter for vendors. prepare RFQ,s for advertisement, participate in evaluation of tender.
Process payments along with complete supporting documentation (Approved Purchase Requisitions, Bids,
Vendor Invoices, Goods Delivery Notes, Purchase Order, Float Requests etc).
Update Supplier Contact list & Assets Purchasing and working history timely.
Operate an efficient filing system (electronic and hard) and maintain effective information and record
systems as required.
Organize and coordinate meetings, conferences. Take, type and distribute minutes of meetings.
Making arrangement of accommodation of Oxfam Novib Development team staff and extend support to
programme staff for partners accommodation.
Making travel arrangements for Oxfam Novib Development team and its partners in line with ON policies
and procedures and maintain quality documentations.
Setting up and monitoring stationary of office and ensure that minimum stock available in the stock.
Handle partners reimbursement of the expenses payments and forward it to finance for payment in line with
organizational policy and procedures.
Extend qualitative support to programme and staff.
Extend support to the Development team in filing, faxing and keeping the update to date record for tracking.
Keep record of interns attendance & further contract extension
Maintain a record of outgoing mail, receive incoming mails, quotations, invoices and documents for
Other duties as assigned by Management.
Work and educational level: Graduation level degree from recognized institution.
Required work related experience: Minimum 2 years related experience.
Who Should Apply for this Position?
Oxfam Novib believes in maintaining diversity of its workforce. We encourage women
and persons from disadvantage groups having relevant experience to apply. We are
looking for the following skills and experience:
Experience of working with INGOs/NGOs, is preferable.
Interpersonal awareness, critical information gathering, good communication skills and
ability to work with organizations effectively.
Good reporting and presentation skills.
Strong coordination skills.
Computer Literate, especially good knowledge of MS Office.
We are thankful for your kind interest to work with Oxfam Novib. We encourage you to apply for
this post before the closing date. Due to the urgency of filing this post Oxfam Novib will
screen applications on daily basis until we find an appropriate candidate to fill this post.
Please send your application at the earliest. The closing date for the post is August 26,
Please send your latest resume along with the brief cover letter (maximum one page) to the
following address (Email Address: OXFAMNOVIB.HR@Gmail.com
Only short-listed candidates will be contacted.
Please clearly write the title of the position in Subject of your email “Application for the post of
Team Secretary (Development)”.