Position: Senior PA-cum - Programme Associate

Organization:  Population Foundation

Location: Delhi

COMPETENCIES

 Working together: Is a team player and works closely within the team as well as with cross functional teams

 Communication Skills: Excellent written and verbal skills to the network (previous writing experience would be an advantage)

 Responsiveness: Understands the demands of PFI’s communication needs and can identify and respond to urgent tasks

 Willingness to Learn: Continuously works towards improving professional competence by acquiring new skills

 Delivering Results: Is goal-oriented and takes initiative in identifying alternate methods to ensure high quality results.

 Adaptability and Initiative: Quickly adapts to organizational demands and is open to take new challenges

 Adherence to Policies: Abides by organisational norms and policies all the time

REQUIRED SKILLS

Work Experience

 Relevant experience of 10 plus years in office administration.

 Basic knowledge of computers.

 Sound reading and writing skills

 Willingness and ability to work in a fast-paced team, finding pragmatic solutions, where necessary.

Roles and Responsibilty: 

• Screen of all incoming and outgoing emails on behalf of the ED.

• Prepare draft responses to emails for approval by the ED.

• Ensure that all emails are sent out on priority basis once it is approved by ED.

• Route emails and letters received by ED’s office to concerned departments/staff members for timely action/ response.

• Keep track of emails which require response to be shared by other colleagues and ensure that it is received for ED’s approval and sent out after approval.

• Prioritize the work and keep the ED informed on all urgent and important matters/phone calls and ensuring that all are attended on time.

• Take dictation of technical letters/emails from the ED and its transcription and dispatch/sending.

• Ensure timely deposit of cheques received for ED, process the payment of her mobile and internet bills, credit card bills and other payments well before the due date.

• Handling other secretarial functions including internal and external coordination in an effective manner.

• Receive and screen phone calls for ED.

* Maintain the event schedule and calendar for ED by updating it on timely basis.

* Follow-up for the talking points/presentations for ED’s meetings and ensuring that they are received on time and given to ED for her review.

• Schedule meetings for the ED with other stakeholders/ media in coordination with other colleagues and the communication team.

• Ensure handing over a copy of the calendar to ED on a daily basis along with all meeting papers for meetings scheduled on the subsequent day.

•Ensure that the papers for her meetings/ interviews are handed over to her well in advance