Administrative Analyst/Head of General Admin Unit, UNDP, Pakistan:
- Job Identification: 11083
- Locations: Islamabad, Pakistan
- Posting Date: 06/30/2023, 06:21 PM
- Apply Before: 07/15/2023, 08:29 AM
- Job Schedule: Full time
- Agency: UNDP
- Grade: NOB
- Vacancy Type: Fixed Term
- Practice Area: Management
- Bureau: Regional Bureau for Asia and the Pacific
- Contract Duration: 1 Year with the Possibility for extension
- Education & Work Experience: Master’s Degree – 2 year(s) experience OR Bachelor’s Degree – 4 year(s) experience
- Required Languages: Fluency in English and Urdu language
- Vacancy Timeline: 1 Week
- Mobility required/no mobility: no mobility required
About UNDP:
The United Nations Development Programme is a United Nations agency tasked with helping countries eliminate poverty and achieve sustainable economic growth and human development. The UNDP emphasizes developing local capacity towards long-term self-sufficiency and prosperity.
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Main Tasks:
- Implementation of operational strategies
- Management of procurement plan development and implementation, supply and assets management
- Effective administrative and financial control in provision of all administrative and common services/premises management
- Provision of effective and efficient administrative support services
- Effective implementation of assets/inventory, supply management
- Facilitation of knowledge building and knowledge sharing
Ensures elaboration and implementation of operational strategies
- Full compliance of general administration activities with UN/UNDP rules, regulations, policies, and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented general administrative services.
- CO business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in general administration of the CO, control of the workflows in the General Administration Unit.
- Analysis of requirements and synthesis of proposals for cost saving and reduction strategies in all services areas.
Manages and guides procurement plan and sourcing strategies and relevant processes for CO, UN Common Premises and at the request of other Agencies
- Timely and duly preparation of procurement plans and monitoring of their implementation.
- Implementation of proper contract management for services and goods under the Unit’s responsible areas as well as leading the unit for relevant procurement processes in full compliance with UNDP rules and regulation.
- Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
- Management of procurement contracts and, upon delegation of responsibility, performing the functions of Manager Level 1 in Quantum and other roles as defined.
- Preparation of cost-recovery bills for the services handled by the Unit to development projects other UN Agencies.
- Implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services expansion in the UN House, efficient contribution to joint initiatives for the UN Agencies in line with the UN reform.
Ensures effective administrative and financial control in the office and provision of common services.
- Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
- Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
- Ensure proper inventory control; issuance of inventory items and supplies.
- Review of travel authorizations, documentation, payments
- Preparation of budget, audit and other reports.
- Coordination of provision of researched information, reports for audit exercises.
- Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
- Proper planning and tracking of common services budget and of Agencies contributions to the common services account.
Provision of effective and efficient administrative support services
- Coordination and supervision of support staff engaged in the fields of travel, common services and premises management, motor pool, registry, general services, telephone operator/receptionist, etc.
- Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
- Management of protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
- Preparation of information on administrative services provided for cost-recovery bills
- Assets management in the CO, ensuring timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
Ensures facilitation of knowledge building and knowledge sharing in the CO
- Organization of trainings for the operations/ projects staff on the Unit’s responsible areas and other relevant operational services.
- Synthesis of lessons learnt and best practices in operational areas.
- Sound contributions to knowledge networks and communities of practice.
Supervisory/Managerial Responsibilities:
- Ensures maintenance of the proper performance management and staffdevelopment systems;
- Reviews training needs, develops a trainingplan and makes recommendations to Managementfor its implementation taking into consideration resources availa
Main Requirements:
Education:
- Advanced university degree (master’s degree or equivalent) in Business Administration, Public Administration, Finance, Economics, or related field; OR A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying
Experience:
- Minimum of 2 years with Master’s degree or minimum 4 years with Bachelor degree of relevant experience at the national or international level in operations management
- Excellent knowledge of UNDP policy, programme and operations procedures and UNDP financial rules and regulations is desirable.
- Excellent interpersonal and communication skills
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials is an asset.
- Experience of International Public Sector Accounting Standards (IPSAS) and/or International Financial Reporting Standards (IFRS) is required for external candidates.
- Prior working experience with a UN agency is an advantage.
Language:
- Fluency in English and Urdu language