Board & Committee Secretariat Lead

Pakistan Single Window; Islamabad; On-site; PKR 900,000 - 1,300,000; Full time

Job summary

Pakistan Single Window is recruiting on behalf of the National Agri-Trade and Food Safety Authority (NAFSA) for an Assistant Director to strengthen governance support. The role focuses on coordinating BoG/committee meetings, preparing documentation, minutes, and tracking decisions to ensure compliance.

The ideal candidate will have a minimum of 4 years in secretarial or governance roles, with strong drafting and document management skills and a solid confidentiality mindset.

Qualifications

• Minimum 4 years of secretarial/governance support or related experience.
• Strong drafting, formatting and document management skills with high confidentiality.
• Postgraduate or professional qualification in governance/administration is advantageous.

Responsibilities

• Support scheduling and logistics for Board/committee meetings and maintain calendars.
• Prepare and quality-check agenda papers, presentations, and supporting documents.
• Coordinate circulation of meeting notices and papers to BoG/committee members.
• Draft minutes, resolutions, and action points; manage review cycles and archives.
• Maintain repositories for agendas, papers, minutes, and correspondence with version control.
• Maintain action trackers and escalate delays/risks to ensure timely progress.
• Support governance compliance tracking, record retention, disclosures, and registers.
• Coordinate official communications with BoG/committee members and internal stakeholders.
• Assist in governance templates, SOPs, and digital workflows adoption.

Skills

Drafting

Formatting

Document management

Confidentiality

Education

Master's/Bachelor's degree

Job description

This position is being recruited by Pakistan Single Window (PSW) on behalf of the National Agri-Trade and Food Safety Authority (NAFSA). NAFSA is being established as a strategic national initiative to strengthen Pakistan’s agri-trade ecosystem through enhanced regulatory oversight, facilitation, and modernization of food safety and trade processes. The selected candidate will be part of NAFSA’s foundational team, contributing to the development of systems, processes, and institutional capabilities.

Position Summary

The Assistant Director supports coordination of Board/committee meetings, preparation of documentation, minutes, and tracking of decisions and compliance obligations under the supervision of the Deputy Director.

Main Responsibilities

• Support scheduling and logistics for BoG/committee meetings, including maintaining meeting calendars, notices/circulation trackers, participant confirmations, and meeting pack readiness in line with governance timelines.

• Compile, format, and quality-check agenda papers, presentations, and supporting documents received from Wings/Directorates; ensure completeness, consistent templates, and proper indexing prior to circulation.

• Coordinate timely circulation of meeting notices and papers to BoG/committee members and relevant participants as per approved protocols, confidentiality requirements, and defined timelines.

• Draft minutes, resolutions/action points (as assigned), and meeting summaries; coordinate review cycles and finalize documents for record purposes within prescribed timelines.

• Maintain structured repositories (physical/digital) for agendas, papers, minutes, resolutions, attendance, declarations (where applicable), and correspondence with version control, controlled access, and retrievability.

• Maintain decision/action trackers for BoG and committees; follow up with responsible formations for timely progress updates, evidence of completion, and closure of action items; flag delays/risks for escalation.

• Support statutory and governance compliance tracking, including record retention requirements, reporting obligations, disclosures/conflict-of-interest documentation, and maintenance of required registers as assigned.

• Coordinate official communications with BoG/committee members and internal stakeholders (meeting invites, confirmations, information requests, follow-ups), ensuring professionalism and confidentiality.

• Support development and upkeep of governance templates, meeting pack formats, and documentation SOPs; assist in adoption of digital workflows (board portal/document management) as assigned.

• Perform any other Secretariat/governance duties assigned by the Deputy Director/Director NAFSA Secretariat consistent with NAFSA’s mandate.

Education

- Master’s/Bachelor’s (minimum sixteen years of education) in Law, Management Sciences, Public Administration, or a related discipline.

Experience

• Minimum 4 years of relevant experience in secretarial/governance support, legal/compliance, or corporate administration roles.

• Strong drafting, formatting and document management skills with high confidentiality.

For contact, kindly reach out to [e-mail].