Female Office Assistant (BS-16)

Office Assistant; Peshawar City Tehsil; On-site; PKR 60,000 - 90,000; Full time

Job summary

The Female Office Assistant (BS-16) serves as a senior clerical officer responsible for ensuring efficient administrative support within the organization. She manages official correspondence, maintains service records, processes case files, and assists senior officers in day-to-day secretariat functions.

The role demands thorough knowledge of government office procedures, financial rules, and service regulations to facilitate smooth workflow and compliance with established norms.

Qualifications

• Experience with government office procedures and rules.
• Ability to draft official notes and correspondences.
• Familiarity with diary, dispatch, and file management processes.
• Proficiency in e-office systems and record-keeping.

Responsibilities

• Process incoming and outgoing correspondence through diary and dispatch registers with accurate indexing.
• Prepare official notes, draft letters, office orders, and summaries for officer approval.
• Maintain and update service books, personal files, leave accounts, and seniority lists.
• Operate e-office system for file tracking, digital noting, and electronic dispatch.
• Compile and submit monthly, quarterly, and annual statistical returns to higher authorities.
• Assist in budget preparation, expenditure monitoring, and audit compliance documentation.

Skills

Government office procedures

Financial rules

Service regulations

Drafting notes

File handling

Diary & dispatch

e-office

Budgeting

Audit compliance

Tools

e-office software

Job description

The Female Office Assistant (BS-16) serves as a senior clerical officer responsible for ensuring efficient administrative support within the organization. She manages official correspondence, maintains service records, processes case files, and assists senior officers in day-to-day secretariat functions. The role demands thorough knowledge of government office procedures, financial rules, and service regulations to facilitate smooth workflow and compliance with established norms.

Daily workflows include receiving and diarizing incoming dak, distributing files to concerned sections, preparing draft letters, office orders, and notifications, maintaining movement registers, and updating service books and personal files. She operates the e-office suite, manages leave accounts, processes TA/DA claims, and ensures timely submission of periodical returns. Career progression follows the BS-16 to BS-17 promotion channel upon qualifying departmental examinations and completing mandatory training courses.

Selection follows a 100-mark MCQ written screening test covering General Knowledge, Pakistan Affairs, Islamic Studies, English, Mathematics, and Office Procedures. Candidates scoring above the cutoff are shortlisted for document verification. The Departmental Selection Committee then conducts a viva voce assessing practical knowledge of noting/drafting, file handling, and situational judgment. Final merit combines written test (70%) and interview (30%) scores.

Key duties and responsibilities:

• Process incoming and outgoing correspondence through diary and dispatch registers with accurate indexing
• Prepare official notes, draft letters, office orders, and summaries for officer approval
• Maintain and update service books, personal files, leave accounts, and seniority lists
• Operate e-office system for file tracking, digital noting, and electronic dispatch
• Compile and submit monthly, quarterly, and annual statistical returns to higher authorities
• Assist in budget preparation, expenditure monitoring, and audit compliance documentation