USAID Job Comm Records Management Assistant

Job Title: Communication & Records Management Assistant (USAID)
Announcment No: 10-54
Starting Date: February 8, 2010
Closing Date: February 21, 2010
Location: Islamabad
Detail
Salary (Rs. 550,663 p.a. to Rs. 994,937 p.a.)


APPLY
BRIEF DESCRIPTION OF DUTIES:
Under general direction of the C&R Supervisor, the incumbent takes part in implementation of USAID/Pakistan Records Management Program; is responsible for maintenance of the EXO documentation in ASIST database and coordinates inactive files retirement and disposal. Manages subscription to periodicals and other C&R operations related to performing requests of the Mission offices; serves as a back-up of the Mail and File Clerk, implementing C&R procedures, associated with correspondence and mail control. Provides information services, while preparing the Mission documents, including contact and personal information; is responsible for processing and distribution of phone bills and invoices. Participates in conducting training courses on records and communications management. Assumes duties of the C&R Supervisor in his/her absence.

QUALIFICATION REQUIRED:

EDUCATION: College degree or equivalent is required; some relevant technical training (courses in typing and word processing, administrative management training, etc.) is highly desirable.

EXPERIENCE: Three years minimum experience in administrative area is required, including records, correspondence and mail management functions.

LANGUAGE: Level IV (Fluent) written and oral proficiency in English is required. In addition, the incumbent must be fluent in written and oral Urdu.

KNOWLEDGE: The incumbent must have a thorough knowledge of regulations on records management and correspondence control, mail handling, and requirements of the external and internal directives regarding information services. It is necessary to have a good knowledge of the unclassified records, and the system by which these records are kept. Must have clear understanding of communication & records functions and operations. Must be fully acquainted with the organization, functions, personnel, practices and activities of all Mission offices and sections.

ABILITIES & SKILLS: The incumbent must have obvious management skills to coordinate and control the correspondence, mail and records management operations by analyzing existing Mission systems and procedures and recommending improvements to enhance efficiency. Must be tactful yet effective in explaining procedures related to correspondence, mail and records management. Sound skills in computer software and electronic information handling are required: Windows, MS Word, MS Excel, Outlook, Internet and Intranet, Acrobat Reader, imaging filing system program, etc. Knowledge of operating office equipment (fax, copier, scanner, etc.) is necessary. Valid driver’s license is highly desirable for mail delivery. Besides, it is essential to have good communication skills, ability to establish harmonious relationships with colleagues and to work under pressure, as well as to be highly organized, strong customer service oriented and self-starter.