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Administrative Officer (EIROP)

Job Category:
Career Level:
Job Type:
Full Time
Agency / Project:
Posted On:
12 February, 2004
Last Date to apply:
26 February, 2004
Experience in years
2 to 4

The contract, will be initially for 6 months, extendable on yearly basis till the life of the project. The incumbent should have at least 6 years job related experience in Financial Management, procurement, personnel management etc. and should have necessary knowledge, skills and expertise to undertake the assignment. He/she should have necessary knowledge, skills and expertise to undertake the assignment. He/she must demonstrate a working knowledge and understanding of the functioning of various Government Departments, their Rules of Business and Regulations. Preference will be given to those candidates having high quality professional experience, intimately familiar with the accounting techniques, bookkeeping and knowledge of Computer based accounting packages and should be able to communicate in the local languages predominantly spoken in the Province. Moreover, the proposed personnel should be able to work as an effective group guide, possessing skills in facilitation of other offices also and accurate writing skills. Know how of United Nations Accounting System will be an asset. DUTIES AND RESPONSIBILITIES 1) Scrutinize/Process procurement requests in consultation with Project Manager/NPD and in accordance with the laid down procedure in PCOM. Prepare procurement requests by providing accurate manufacturers information on prices, asset specifications, freight, Target Arrival Date (TAD) and source out local manufacturers/authorized dealers/suppliers etc. 2) Prepare tender documents-both local/off shore procurement in full consultation with project management and UNDP Logistics Unit. 3) Initiate/check suppliers invoice and process payment requests both at project as well as UNDP’s level. 4) Supervise project assets through inventory control system. Finance: 1. Check for accuracy of Cash Payment Vouchers, Bank Payment Vouchers, and Journal Vouchers together with complete supporting documentation in support to every financial transaction. 2. Monitor Advances Recoverable Locally (ARL) due to suppliers/service providers by ensuring deliverables keeping in view their service/supply agreements Administration/Personnel: 1. Conclude travelers entitlements and check settlement of F-10 Claims accordingly. 2. Preparation of ToRs and initiation of recruitment process in light of project PCOM and in consultation with project management; also formulate requests for staff extension. 3. Check staff/consultants/service providers Requests for Direct Payment (RDPs) for release of payments accordingly. Other Activities: 1. Supervise the administrative support functions in relation to staff, office premises, furniture, equipment’s, vehicles and transport in accordance with the guideline of the project management. 2. Develop and supervise proper financial reporting system, consistent both with GoNWFP and UNDP. 3. Supervise service agreements for equipment’s and vehicles. 4. Supervise the activities of the administrative support personnel. OUTPUTS TO BE PRODUCED 1. Prepare and develop consolidated annual and quarterly work plan in consultation with Programming Wings of Governance as per PCOM guidelines. 2. Prepare quarterly forecasts in consultation with programming/research/training wings of Governance Unit and submit request for replenishments to UNDP Islamabad. SUPERVISION AND PERFORMANCE EVALUATION The incumbent will report to the Project Manager/NPD. The Project Manager/NPD will also be responsible for the performance evaluation of the Administrative Officer.

Must Degree Degree Level Country Description
YesMastersMasters DegreeLocal QualifiedThe incumbent must possess Post Graduate Degree preferably in Commerce, Business Administration (finance), Public Administration or any other related discipline.

Must Title Level Description
YesComputers Excellent  As specified above in description.