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Administrative Associate

Pakistan

Opportunity Deadline

05/05/2023

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Job Description

Fresh
Male, Female, Both
High School Diploma, Bachelor Degree
Pakistan
  • Organization: UNDP – United Nations Development Programme
  • Location: Islamabad
  • Grade: Level not specified – Level not specified
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2023-05-05
Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Under the overall reporting to the HoO and guidance of Head of OCHA Pakistan Admin & Finance Unit, the Senior Administrative Associate provides the overall executive office support in administration and execution of varied and inter-related operational and logistical activities in the OCHA Pakistan office, ensuring high quality and accuracy of work. The Senior Administrative Associate promotes a client, quality, and results-oriented approach.

The Senior Administrative Associate works in close collaboration with the CO and field staff, its sub-offices and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: 

  1. Ensures effective and efficient functioning of the HoO’s office.
  2. Ensures provision of effective communications support to the office
  3. Provide Human Resource Support
  4. Act as Petty Cash Custodian
  5. Support to knowledge building and knowledge sharing
  6. Relevant Experience within UN system

 

  1. Ensures effective and efficient functioning of the HoO’s office focusing on achievement of the following results:
  • Maintains the HoO’s calendar, contacts with high-ranking isitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes
  • Maintains required protocol procedures.
  • Prepares high quality briefing materials for Head of Office appointments, meetings, missions.
  • Prepares informal translations support.
  • Manages the Head of Office missions and representation schedule.
  • Maintains rosters of high-level partners, telephone lists.
  • Prepares correspondence, directives, comments on behalf of the Head of Office for his/her of signature and making follow-up when required.
  • Uses automated office management systems for effective functioning of the HoO’s office.

 

  1. Ensures provision of effective communications support to the office
  • Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system
  • Coordinates the information flow in the office, follow up on circulation of info.
  • Facilitates information sharing between UNCT and the UN Coordination Unit.
  • Follows upon deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office
  • Screens all incoming calls and correspondence for Head of Office
  • Presents proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

       2) Coordinate and provide Human Resources Support

  • Support Administrative and Finance Officer on human resources activities including recruitment, in particular national staff, induction and separation of staff members, trainings, contract management etc, ensuring consistency of UN rules and procedures.
  • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcement.
  • Provide information on office staffing needs including coverage on approved posts, monitor expiration of contracts etc.
  • Provide advice and answers general queries on classification procedures and processes.
  • Provide information and advice on to staff/consultants with respect to conditions of services.
  • Assist in providing the time and attendance records, leave records etc ensuring they are accurate, approved and submitted in timely manner.

3) Petty Cash Custodian

  • Act as petty cash custodian for Pakistan office
  • Review all receipt and payments related to petty cash.
  • Produce report and replenish on time.

4) Facilitation of knowledge building and management focusing on achievement of the following results:

  • Provides Sound contributions to knowledge networks and communities of practice.
  • Organizes specialized trainings for front office
  • Sessions with UN staff on coordination, administration, and protocol issues
Competencies
Core
Achieve Results:

 

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively:

 

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously

 

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility 

 

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination   LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner

 

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion

 

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
 

Cross-Functional & Technical competencies (insert up to 7 competencies) 

Thematic Area Name Definition
Administration & Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Partnerships Management HoO support Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNOCHA strategy and policies
Finance Accounting (General)

 

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
General (across the functions) Event planning and execution Ability to plan, manage and execute of public and

private events to ensure that they support and amplify individual communications and advocacy

initiatives, as well as UNDP’s overall brand and mandate.

Administration & Operations Management of shipments

 

Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
Administration & Operations Onboarding of personnel

 

Knowledge of policy and procedures on administrative on-boarding, including issuance of office ID, email address creation, office space, telephone extension, Argus profile set up, issuance of office ICT equipment
Administration & Operations

 

Off-boarding of personnel

 

Knowledge of policy and procedures on administrative on-offboarding, including necessary clearance forms for returning office equipment, office ID, UNLP, cancellation of visa issued by host country, deletion of office email and Argus profile

 

 

Required Skills and Experience
Education:

High School degree or a bachelor’s degree in Business Administration, Finance or Public Administration

Experience:
  1. Seven years of relevant working experience with High School.
  2. Four years of relevant working experience with bachelor’s degree.
  3. Demonstrated Knowledge of assisting HoO such as maintains the HoO’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and /or taking minutes is desirable
  4. Experience in human resources activities including recruitment, in particular national staff, induction and separation of staff members, trainings, contract management is desirable
  5. Demonstrated Knowledge of Executive office support, Administration, Human Resources is desirable
  6. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, members, external partners, Government officials and donors are desirable.
  7. Experience in petty cash transaction and petty cash report is desirable
  8. Relevant experience within the UN system is desirable.
  9. Experience is managing the events, conferences, workshops, or trainings is desirable.
  10. Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language requirements (Required / Desired)

  1. Fluency in written and spoken English Language is required.
  2. Fluency in written and spoken Local language is required.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Please make sure to fill all the sections in the application form properly and the information provided should be complete and updated before submission of application form.

“Incomplete applications will not be considered for the next phase of recruitment and will be disqualified”

Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization’s page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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