Administrative Specialist

Muhammad Ali

Starting from $40.00 /

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Location Pakistan
Freelancer type Independent
Languages English
English level Fluent

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About

Administrative Specialist | Freelance Consultant

As a seasoned Administrative Specialist with extensive experience supporting executive-level operations within a U.S. Government Mission, I bring a strong track record in supervision, records and correspondence management, policy implementation, and administrative systems coordination. My multifaceted role blends strategic oversight with hands-on execution, ensuring the smooth and compliant operation of critical mission support functions.

Supervision & Management:

I currently lead the Communications & Records (C&R) section within the Executive Office (EXO), managing daily operations and providing full-spectrum supervisory support to staff. My responsibilities include onboarding, performance evaluation, job description updates, workflow delegation, coaching, and developing individual training plans. I coordinate closely with senior leadership across U.S. embassy and consular sections, maintaining a strong hierarchical management structure. As a Subject Matter Expert (SME), I guide mission offices in contingency and emergency response planning, continuity of operations, and policy compliance, while also managing customer service workflows via the EXO service portal.

Records Management SME:

I serve as the Mission’s Records Management expert, overseeing the design, implementation, and maintenance of an agency-compliant Records Management Program. I specialize in digital transformation initiatives, ensuring seamless digitization and lifecycle management of both paper and electronic records (ERMS, G: drives, ASIST). My duties include training file custodians, conducting annual inspections across all mission offices, leading records retirement and archival efforts, and acting as the key liaison for USAID/Washington and FOIA-related inquiries.

Mission Directives System (MDS) Oversight:

Entrusted with managing Mission Directives System (MDS), I ensure all mission-specific policies and procedures are current and accurately maintained. I guide drafters, review and issue directives, and manage the directives database on the intranet. I regularly update and standardize policies relating to information services, records, correspondence, and mail handling.

Mail & Correspondence Services:

I manage all aspects of internal and external correspondence. This includes routing diplomatic and commercial courier mail (DHL, FedEx, GPO), tracking and registering incoming/outgoing communications, and overseeing subscription services and periodical distribution. I also handle logistics for document reproduction and ensure proper formatting and compliance of official communications.

Information Services & Systems:

I maintain critical internal directories and contact lists, including emergency and communication rosters. My role also extends to coordinating telecom-related tasks with service providers, including billing and account management.

General Administrative & Technical Proficiency:

Fluent in a wide range of administrative systems such as ASIST, E2, GovTA, Phoenix, MyServices, and the EXO Services Portal, I provide technical and operational support across executive and general services functions. I also serve as a reliable backup for broader admin and logistics functions in the Executive Office.

Skills

Virtual Assistant

Education

Masters in International Relations
- University of Peshawar
- April 30, 2009
Masters in International Relations

Experience

Records & Correspondence Supervisor
- USAID
- Pakistan

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