Assistant- Board Secretariat & Legal Affairs

Opportunity Information

The Role

This position is responsible for efficiently and securely maintaining official dossiers and handling routine administrative tasks of both the Board Secretariat and Legal Affairs Departments.

•Maintain, organize, categorize, label, and store files and records of the Board Secretariat, and Legal Affairs Departments, including working papers, meeting minutes, reports, strategy papers, historical information, policies, regulations, amendments, official correspondence, and complete case files and other critical documents of the Legal Affairs Department. •Ensure the secure storage and accessibility of all official records and documents •Prepare and maintain Excel-based indexes of all files and documents to enable easy access and retrieval •Responsible for preparing the required sets of working papers, ensuring proper document placement, numbering, completeness, and quality of printing •Prepare envelopes, acknowledgment sheets, and timely dispatch of meeting papers and official letters through the office rider and properly maintain their receipts •Ensure the availability of office stationery and materials for both the offices •Scan, photocopy, and securely file or paste finalized and signed meeting minutes in designated minutes books/ registers •Maintain attendance records of all Board and Committee meetings •Maintain and update the master file (in hard form) of current and former Board members, including profiles, CNICs, nomination letters, and other relevant documents, and properly archive records of former members. •Assist in processing honorariums, reimbursements, and payments for Board/ Committee members by maintaining proper documentation and timely delivery •Assist in the digitalization of physical records, including scanning and storing documents in digital archives for both departments under the guidance of the supervisor •Ensure confidentiality and security when handling official documents, both physical and digital •Maintain a clean, organized, and orderly office environment •Perform any other duties assigned by the HoDs as and when required

Applicants General Eligibility & Requirements

Education, Experience and Skills Requirements