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Admin / Office Assistant

Job Category:
Governance
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
UN-HABITAT
City/Location:
Islamabad
Country:
Pakistan
Posted On:
20 May, 2006
Last Date to apply:
27 May, 2006
Experience in years
2 to 4
Experience:

At least five years experience in the respective field. He/She should have the capacity to modulate an efficient administrative and office management system A good working knowledge of MS Office Applications will be essential. Fluency in both oral and written English will be vital since all the reporting and correspondence will be carried out in English, knowledge and experience with UN financial and procurement rules and regulations is preferred.

Description:
 

Background:

UN-HABITAT has been involved in disaster management and reconstruction of disaster-damaged areas since its inception in 1978.  In Iran, UN-HABITAT supported the preparation of the five volume Guidelines on Earthquake Disaster Management. In Nepal, it provided management and advisory support in the reconstruction of the areas affected by the 1988-earthquake. This included training of artisans, preparing draft seismic and advisory codes, community-based school construction, and technical support to owner-built shelter reconstruction. It was involved in Sri Lanka (landslide hazard mapping), Pakistan (rehabilitation of flood affected areas in Kasur, Punjab), Afghanistan (rehabilitation of war-damaged areas and disaster preparedness through community mobilisation), Mexico (seismic analysis), China (flood-damaged assessment), and Mongolia (risk assessment of Ulaanbaatar). Today it is assisting the governments of Indonesia, Sri Lanka and the Maldives in the reconstruction of Tsunami-affected areas.
 
In Pakistan, the Government-established Earthquake Reconstruction and Rehabilitation Agency (ERRA) has mandated UN-HABITAT to act as its technical advisor on housing and urban re-planning.  To date, UN-HABITAT has received funding support from several donors including UNDP, Japan and the Canadian International Development Agency (CIDA) for various projects including: emergency winterized shelter support, technical and policy support to ERRA, and training support for earthquake resistant reconstruction.

To support these programmes, UN-Habitat is looking for the service of an Admin/Office Assistant who will provide assistance and support to the Programme Support Unit (PSU) headed by a Programme Management Officer(PMO) as related to Contracts, Administration and Office Management functions.

ADMINISTRATIVE:

Reviewing technical and financial proposals submitted by Partner Organizations (PO),  drafting Memorandum of Understanding (MOU), maintaining database for MOUs, monitoring and initiating payments to the Contractors/POs based on original invoice and progress reports;

Routine correspondence to respond to enquiries in respect to relevant administrative matters;

Performing other related administrative duties, as required (e.g., organising travel, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizing and coordinating meetings).

Assist the office in trouble shooting for internet, e-mail and network related queries;

Website maintenance;

Providing general office support services to help ensure the smooth functioning of the organizational unit;

Reviewing, recording, routing and/or processing mail or other documents; gathering pertinent background material; tracking and monitoring follow-up actions as required.

OFFICE MANAGEMENT:

Record of the national and international staff address book and telephone inventory;

Monitor the cleanliness of the office and supervise the duties of the cleaners and the office guards;

Establishment of duty schedule for cleaners and guards of the office;

Supervise the kitchen inventory of the office.

Request for telephone top up cards and establishment of monitoring systems for telephone card usage with a monthly report to administration of the office on the use of the telephone.

Screen the post paid telephone bills the main office and the field office for separation of personal calls from those of the officials and submission of a summary to finance section for payment.

Any other tasks that fall within the competency of the incumbent.


Education
Must Degree Degree Level Country Description
YesGraduateBachelors Degree (2-3 Years)