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Admin Assistant (AGRPB Project)

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
UNDP- Assistance to Governance Reforms and Practices in Balochistan
City/Location:
Quetta
Country:
Pakistan
Posted On:
29 April, 2008
Last Date to apply:
12 May, 2008
Experience in years
2 to 4
Experience:

Have at least 2-3 years of relevant experience in office administration.
Proficient in the use of personal computers, software (MS Office).
Experienced in record keeping and inventories.
Preference will be given to a person having knowledge of UN agency procedure and regulations.

Qualified females are strongly encouraged to apply.

Description:
 

Background
 
The Assistance to Governance Reforms and Practices in Balochistan (AGRP-B) project is a key governance initiative of UNDP and the Government of Balochistan, implemented by the Planning and Development Department, GoB. AGRP-B interventions evolve around three main components: Strengthening provincial and LG institutions for effective implementation of devolution and related reforms; improving access to information for effective planning, implementing and monitoring of development activities and establishment of participatory mechanisms for effective community participation. Replication and up scaling of successful pilots such as Participatory Information Systems (PIS), District Management Information Centres (DMICs) and Balochistan Land Records Management Information System (BLRMIS) constitute majors project interventions. 
 
The project strategy envisages the integration of project interventions with other GOB, UNDP and donor assistance to develop synergies and avoid duplication; the adoption of participatory process to ensure that targets groups, including concerned line agencies, local government institutions, elected local representatives, civil society partners and communities are fully involved in the design and implementation of project outputs to ensure ownership and sustainability; the adoption of gender sensitive strategies and actions to address specific gender concerns related to the project areas of intervention; cross-thematic linkages with Millennium Development Goals (MDG) related sectors, particularly concentrating on poverty and gender issues in areas to be addressed under the project; consistency of project outputs with the provincial policies and programs for improving the public services delivery mechanisms and support the achievement of MDGs and the promotion of learning and exchange of experience with similar initiatives in the country.
 
Job Descriptions
 
The objective of this assignment is to provide operational and administrative support to the project management and be responsible for all administrative, financial, logistic and personnel-related matters of the project in close collaboration with the PM. Main responsibility of AA is to facilitate PM in all project implementation related activities. In this connection, the AA will undertake the following tasks:
 
1.       Be responsible for all the administrative functions of the project including all personnel matters under the supervision of the PM;
2.       Assist PM in preparation of quarterly and annual progress reports, statement of expenditure, quarterly advances and keep a track of all these reports for reference.
3.       Assess office needs, in terms of expendable and non expandable equipment, obtain tenders where necessary, prepare comparative statement with recommendations for procurement;
4.       Maintain an inventory (including location) of all non expandable equipment and furniture;
5.       Maintain stock registers for stationary, making periodical review of store and office needs;
6.       Be responsible for office security and other office maintenance and service agreements, management security, operation of maintenance of the vehicle fleet of the project;
7.       Assist the project manager in supervising the general support staff;
8.       Assist the project manager in supervising the drivers in their work performance, log books, vehicle maintenance and servicing, attendance;
9.       Checking and keeping of all agreements, records related to office premises and rented vehicles of the project;
10.   Develop and maintain an accessible and user-friendly record keeping and retrieval system of project administrative files, records, data in relation to all administrative and personnel matters;
11.   Responsible for the compilation, printing and dissemination of various reports generated by consultants;
12.   Co-ordinate with relevant partners to schedule official meetings, take minutes of the meetings and circulate to all concerned after approval by the competent authority;
13.   Perform any other relevant duties as may be assigned by the PM 
 


Education
Must Degree Degree Level Country Description
YesHigher Secondary School CertificateMatriculation / O levelsHave a higher secondary school certificate/high school education. Bachelors degree is desirable but not required.