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Executive Secretary, Coordinator

Mirpur, Azad Kashmir, Pakistan
PKR 150000
January 08, 2020

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Curriculum Vitae

Surname; Khan

Given Name: Muhammad Rafique

Other Name: M.R. Khan

Present Address:

C/o Mirpur Chamber of Commerce & Industry

Industrial Estate, Sector D/1


Azad Kashmir

Cell: 034*-*******


Permanent Address:

Village Chatter No. 1,

Tehsil, P.O. & District Bagh

AK (Pakistan)


Seeking a challenging position to assist the organization growth, strengthen and contribute to achieve the targeted objectives for betterment of my career prospect.

Personal information

Father’s Name : Noor Alam Khan

Date of Birth : 4th Dec., 1959

Marital status : Married

State subject : Azad Jammu & Kashmir (AJK)

Health : No disabilities, energetic, strong and good looking

Academic Record

Graduation : University of Azad Jammu & Kashmir, Muzaffarabad (AJK)

2004 -2nd Division

Majors : English, Pakistan Studies, Islamic Studies

Graduation level courses : Allama Iqbal Open University, Islamabad

1988 – 1st Division

Majors : Business English, Functional English, Export Marketing &

Management, Advertising & Sales Promotion.

HSSC : Board of Intermediate & Secondary Education, Mirpur (AJK)

1979 – 2nd Division

Majors: English, Economics

SSC : Board of Intermediate & Secondary Education, Miprur (AJK)

1977 – Highest 2nd Division

Majors: English, Physics, Technical drawing, Chemistry & Math.

Linguistic Skills : Excellent in spoken and written English and Urdu and proficient in spoken

Punjabi languages.

IT & Other Skills -Excellent interpersonal & communication skills.

-Excellent independent Drafting and IT skills.

-Proficient in IT (MS Word, Excel, Power Point/presentation skills)

- Secretarial training course certificate

- Use of Scanner to scan important documents, use of photocopier and Fax


Membership : Worldwide Fund (WWF) Pakistan

International Human Rights Organization, Pakistan

Muhafiz Foundation AK Pakistan

IT Proficiency : 05-04-2012: Certificate issued by Skill Development Center, Mirpur AK

Pakistan for completion of training on Power Point/Presentation skills

and Secretarial training.

Master Computers & Institute of Information Technology, Mirpur (AK) Pakistan

Mirpur, AK Pakistan

Critical Success Factors

Resourcefulness, initiative, visionary, maturity of judgment.

Excellent communication (written and verbal) and representation skills.

Proven ability to stay focused on goals with minimal supervision

Effective working relations in support of work conducted government counterparts.

Ability to prioritize work and handle multiple tasks at the same time.

Ability to execute tasks quickly and satisfactorily with minimum supervision.

Ability to conclude and recommend a course of action on the spot.

Demonstrated organization and coordination skills

Ability to establish and maintain effective & cordial relationships with colleagues and the business related departments/organizations

Extra curriculum activities:

Writing columns on different public issues for the local urdu Dailies

Walk and light exercise

Reading editorial and columns in the newspapers

Watch TV for daily National updates

Work Experience

Assistant Secretary General – Mirpur Chamber of Commerce & Industry,AJK

21-08-2019 – continue

Job Description

Correspondence with Business Community, government functionaries, NGOs, Civil Society and Diplomatic Corps.

Travel/logistics support

Meetings and Events coordination

Close interaction with print & electronic media

Registration of members and update data

Draft speeches, welcome addresses, letters, email and invitations

Use of MS Office, In-page, power point presentation

Project Monitoring & Evaluation Officer : Al-falah Foundation Trust Mirpur (AK) - A part time job

01-05-2019 – continue

Job Description:

oProject Monitoring & Evaluation

oDraft correspondence with the existing and potential donors and streamline office record

oParticipate in various capacity building activities as assigned

oAssist the M&E Coordinator in identifying various M&E needs and performance regularly in close consultation with the project team.


oLogistics/travel arrangements and keep close liaison with Government high-ups and media

oRegistration of new members and keep in touch with the relevant stakeholders including business community, civil society and media.

oPrepare plans for M&E activities and submit to Area Coordinator

oVisit Alfalah Free Dispensary to see the pace of work and suggest improvements thereof (if any)

oCorrespondence with the Government departments, National and International NGOs, business magnates, civil society, Diplomatic Corps., and print/electronic media

oEnsure proper recordkeeping and efficient filing of M&E records including filled data collection tools, reports, evidences of the reported progress, official correspondence etc

oUpdate various tracking sheets developed to track progress against targets of work plan activities

oDraft speeches, welcome addresses and press releases and arrange power point presentations

Personal Staff Officer to Ex-Honorary British Consul & CEO; Azad Group of Companies, Mirpur (AK)

Duties and Accountabilities

•Assist team or work unit by drafting a variety of documents, translating when necessary and applying effective proofreading

and grammar skills in English and other languages.

•Attend CEO’s external meetings, note down the Minutes and circulate among the concerned quarters

•Excellently perform a variety of jobs assigned in the field with regard to the business development of organization

•Supervise and monitor log books of Drivers and fuel arrangements, prepare duty roster of Drivers on daily basis

•Protocol arrangements for the management, National and International delegates

•Office administration, effective/result oriented project coordination in efficient manner

•Maintain record of office assets, office files and prepare an updated inventory of documents

•Security clearance and Airport entry passes for the staff and delegates

•Assist the procurement team in preparation of projects, reports and budget and extend close coordination

•Conduct workshop and Seminars to create awareness among the society on Forced Marriages & Child Abduction and offer

assistance from British government to root out this menace.

•Travel/logistic coordinator and protocol assignments for incoming and outgoing high powered delegates

•Screening the mail received for the CEO and disseminate his advice to the concerned officers and follow up implementation

•Keep a close liaison with the government functionaries, Diplomatic Corps, print & electronic media, NGOs, trade

bodies and civil society

•Maintain Petty cash accounts and update the GM Finance

•Prepare visa files for the CEO and members of the Board of Directors for various countries

•Coordinate, manage and update the relevant data on economic and structural development

.•Coordinate schedules taking priorities into account, monitors changes, and communicate the information to appropriate staff

inside and outside the immediate work unit, including officials outside the office

•Draft correspondence for CEO, Filing, record keeping and event management

•Assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiation, etc.

•In conjunction with and under guidance from staff in a specific discipline (i.e., Resource Management, etc.),monitor specific

activities, (i.e., task budget, etc.) within their teams or clusters.

•Track assigned task/project steps/time tables, coordinate with the relevant staff and provide assistance and/or information on

project-related matters.

•Manage electronic attendance of staff for Entry and Exit in office on Biometric machine

•Prepare salary sheet of staff on the basis of monthly electronic attendance

•Prepare job advertisements in the press, collect applications, conduct interviews of the candidates and process necessary recruitment.

•Carefully prepare selection reports of candidates and put up to higher management for selection

•Prepare offer letters of employment as per laid down policy of the organization

•Update and maintain personal service files of the staff with utmost confidentiality

•Prepare leave record of staff and status of their respective leave encashment after completion of a calendar year

•Prepare and deliver employment card to all staff members


•Correspond with the organization and agencies conducting staff training and recommend relevant staff to take part with the

prior approval of management


• Technology and systems knowledge - Demonstrate advanced knowledge and experience working with

Microsoft office applications (Excel, Power Point, Word, etc.). Has ability and willingness to maintain up-to-date knowledge

and skills as technology.

• Project and task management –

Exhibit good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrate

attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.

Institutional policies, processes, and procedures - Demonstrate knowledge of own department's programs

and products, knows key players, understands own role. Displays understanding of organization’s policies and

procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.

• Versatility and adaptability - Demonstrate flexibility and is receptive to the implementation of new solutions. Is

willing to stretch own capability. Demonstrate motivation to avail and adapt one-self to effecting change.

• Client Orientation - Exhibit positive and professional client service attitude; is able to understand clients' needs

and complete them professionally.

• Drive for Results - Take personal ownership and accountability to meet deadlines and achieve agreed- upon

results, and has the personal organization to do so.

• Teamwork (Collaboration) and Inclusion - Collaborate with other team members and contribute productively to

the team's work and output, demonstrating respect for different points of view.

• Knowledge, Learning and Communication - Has good knowledge of official unit's language(s). Able to write

clearly,edit and proofread draft communications. Able learn and share knowledge/information across the unit.

• Communication - Excellent verbal and written communication skills in both English and Urdu. Can

assist in preparation of written materials in accordance with organization administrative guidelines

and best practices. Able to communicate effectively with high level officials and experts

Office Incharge-cum- : The Federation of Pakistan Chambers of Commerce & Industry (FPCCI)

Asstt. Secretary Capital office, Islamabad.

01-06-1994 to 08-02-2003

Duties & Responsibilities

§In the capacity of Office Incharge of Capital office, responsible for independent correspondence with the

business magnates for resolution of their problems with concerned government agencies/Diplomatic Corps.

§Manage and oversee quarterly budget, office asset inventory, purchase and marketing and management of

Capital office in a smooth and professional manner with the aim to curtail the expenses as much as possible

§Perform additional duty as Secretary to the FPCCI Standing Committees on Diplomatic Affairs and

International Affairs;

§Overall administer the staff and its activities within the given parameters set by the Head office

§Arrange meetings of the business community with the government functionaries and International

agencies on various irritants/issues.

§Supervise the Accounts/Administrative affairs of the capital office of FPCCI.

§Prepare press releases/snaps of the events on important issues of the business community/Consular section and

ensure publishing in the National press and telecast/broadcast on Electronic media.

§Control official light vehicles, establish and maintain systems strictly as per Company’s rules & regulation.

§Draft correspondence and internal procedural directives listing to administrative matters.

§Oversee the identification of office assets, its maintenance and coordination with the relevant units.

§Provide logistic support to the members of Executive committee and visiting delegates.


Section Supervisor : M/s Forbes Forbes Campbell & Co. (Pvt) Ltd. Islamabad

05-12-90 to 14-11-93

Duties & Responsibilities

§Maintaining office Accounts and purchase

§Arrange meetings and provide logistic support to the visiting delegations

§Sale/marketing of liquor products on behalf of foreign principals

§Attend tender openings and subsequent follow up

§Perform protocol duties

Executive Assistant : M/s Jaffer Brothers (Pvt) Ltd., Islamabad

08-05-1982 to 04-12-1990

Duties & Responsibilities

§Filing, Record keeping

§Taking dictation from the Managing Director

§Operate Telex machine and attend tender openings

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