Poland in Pakistan

JOB DESCRIPTION:

The Administrative Assistant plans and executes all necessary office administrative and financial functions.

A.    Qualifications required:

Education:

• A relevant first level university degree or equivalent professional experience;
• Second level university degree would be considered an advantage, but it’s not mandatory.  

Knowledge and Experience:

• Minimum 3 years of relevant work experience at national or international level in the area of administration including experience in procurement, finances, verification of documents regarding administration field, ; 
• Previous experience in a Governmental, diplomatic mission or other International Organisation, is an advantage;
• Very Good drafting skills;
• Very Good communication, interpersonal skills and team player abilities; 
• Capable of working under pressure in a multitasking position;
• Ability to work in a multicultural environment;
• IT proficiency, experience in the usage of computers and office software packages (MS Word, Excel, etc).
• A high sense of responsibility and time management.

Languages: 

• An excellent knowledge of English (verbal & writing);
• An excellent knowledge of Urdu (verbal & writing).

  Other:

• The applicant should be a Pakistani citizen;
• Driving License.

B.    The job will involve:

• Administrative tasks of Embassy;
• Assist with preparation of end of Month reports and other administrative reports;
• Handling tax related matters;
• Dealing with custom clearing agents and Customs for smoothly delivering the shipments to the Embassy;
• Dealing with vehicle matters, car registry, calculating usage of fuel, completeness of registry etc.;
• Getting approval for items being used in the premises of the Embassy;
• Dealing with insurance matters;
• Liaison with the officials of Capital Development Authority, Police, and other.;
• Sending entries for guests as well as laborers to the Diplomatic Enclave Police;
• Dealing with Procurement related matters;
• Handle personnel matters for local employees, i.e. time records, organizing and verifying the completeness of employees' completion of records and leaves etc.; 
• Settling and verifying with the invoices of Electricity, Sui gas, Mobile phone, Land line, Internet, Garbage and Water etc.;
• Driving the official vehicles of Embassy;
• Other delegated tasks.

C.    Employment conditions:

• The contract is initially for one year with possibility of renewal subject to a successful completion a 3-month probationary period and following a positive annual evaluation.
• Standard working hours will be 40 hours per week, but flexibility and work outside office hours and during weekends can be  required;
• Salary will reflect your qualifications, relevant experience and proven work-related results.

D.    Application and recruitment process:

Please send your application including cover letter, bio-data, a recent photograph, two work-related references from previous employer, proof of relevant education, contact details including telephone number and email.

CV sent by the candidate must mandatory contain a following personal data protection clause:

I agree to the processing of personal data provided in this document for realising the recruitment process pursuant to the Personal Data Protection Act of 10 May 2018 (Journal of Laws 2018, item 1000) and in agreement with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).

Please address your application to Head of Administration and Finance Embassy of the Republic of Poland, Islamabad only by E-mail to: islamabad.emb.recruitment@msz.gov.pl and please refer in the subject line: “Application for administrative assistant - Your name”.

The deadline of application is 31st July 2025.

Bite: Only shortlisted applicants will be contacted for interviews.