Position: Personal Program Assistant
Project: Inclusive Voices
Organization: Special Talent Exchange Program (STEP)
Location: Islamabad, Pakistan
Contract Type: Full-Time, Fixed-Term
Reporting to: Project Director
Purpose of the Role:
The Personal Program Assistant will provide comprehensive administrative and programmatic support to the Project Director. This role requires strong organizational skills, attention to detail, and the ability to handle multiple tasks efficiently. The Assistant will manage the Project Director’s schedule, facilitate communication with stakeholders, support project documentation, and assist in organizing events and meetings.
Key Responsibilities:
- Administrative Support:
○ Manage the Project Director’s calendar, scheduling appointments, meetings, and travel arrangements.
○ Prepare meeting agendas, take detailed minutes, and follow up on action points.
○ Draft correspondence, reports, and presentations as directed by the Project Director.
○ Maintain organized records of project documents, ensuring they are up-to-date and easily accessible. - Program Coordination:
○ Assist in the planning and coordination of project activities, including workshops, trainings, and stakeholder meetings.
○ Support the Project Director in tracking project progress and compiling updates for internal and external reporting.
○ Facilitate effective communication between the Project Director and project team members, stakeholders, and partners.
○ Assist in organizing and managing logistics for events and meetings, including venue arrangements, invitations, and materials preparation. - Stakeholder Engagement:
○ Act as the point of contact for the Project Director, handling inquiries and coordinating responses with relevant team members.
○ Support the Project Director in liaising with government agencies, Organisations of Persons with Disabilities, and international partners.
○ Prepare briefing notes and background documents for meetings with key stakeholders. - Documentation and Reporting:
○ Assist in compiling data, drafting reports, and maintaining project documentation in line with organizational and donor requirements.
○ Ensure accurate record-keeping of project files, communications, and meeting notes.
Qualifications and Experience:
- Bachelor’s degree in Social Sciences, Project Management, Business Administration, or a related field.
- 2-3 years of experience in an administrative or program support role, preferably within the non-profit or development sector.
- Proven experience in providing executive-level support, including managing schedules, correspondence, and meeting coordination.
- Familiarity with disability rights and inclusive governance projects is a plus.
- Strong organizational, multitasking, and problem-solving skills.
- Excellent written and verbal communication skills in English and Urdu.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Key Competencies:
- Strong organizational and time management skills
- High attention to detail and accuracy
- Excellent interpersonal and communication abilities
- Adaptability and proactive problem-solving
- Confidentiality and discretion in handling sensitive information
How to Apply:
If you are passionate about making a difference in the lives of persons with disabilities, we encourage you to apply. Please send your resume along with your educational documents to info@step.org.pk by 26 November 2024. Ensure to include the position you are applying for in the email subject line.
