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UN Coordination Support Assistant

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Agency / Project:
UNDP/Resident Coordinator Office
Posted On:
07 January, 2009
Last Date to apply:
20 January, 2009
Experience in years
2 to 4

2 to 3 years of relevant administrative/Coordination experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Excellent secretarial skills, including advanced word processing and ease with electronic communication in general.
Familiar with various softwares (including MS Word, MS Excel and MS PowerPoint etc)
Experience of administration and logistics would be an advantage.
Experience as an administrative assistant/secretary is necessary.
Experience in a multinational environment would be an asset.



Background: Background The United Nations Secretary General constituted a High Level Panel on UN Reform (UN System-wide Coherence) at the global level of which Pakistan is Pilot country. The reform’s objective are too reduce fragmentation and improve efficiency and effectiveness within the UN and within government towards better development service delivery. A key recommendation is to establish ‘One UN’ at the country level with one leader, one programme, one budgetary framework, one management practice, and wherever appropriate, one office. “Delivering as One” in Pakistan is the result of a UN Reform process that will bring together the strengths of all UN agencies to increase efficiency and efficacy in a transparent and accountable manner for better service delivery to the beneficiaries and coordination and support to the Government, Donors and implementing partners, contributing significantly towards human development for the people in Pakistan – especially the Millennium Development Goals (MDGs), United Nations Development Assistance Framework (UNDAF) and Poverty Reduction Strategy Paper (PRSP) that outline government priorities – and to deliver humanitarian assistance when necessary and further aligning its activities with national priorities and procedures in line with the Paris Declaration on Aid Effectiveness .
The reform process in Pakistan includes five thematic areas and four cross cutting issues:
Joint Programs in the five focus areas:
i. Agriculture, Rural Development and Poverty Reduction
ii. Health & Population
iii. Education
iv. Environment
v. Disaster Risk Management

The four cross-cutting issues of human rights, gender equality, civil society engagement and refugees are an essential part of the One Program.  The Government and the UN Country Team are committed to addressing those issues in a holistic and integrated manner, ensuring that they are treated harmoniously within the Joint Programs.
The planning phase of the ONE UN in Pakistan is coming to completion and the implementation of the ONE UN Program will begin in 2009.

The RCO Resident Coordinators Office is responsible in coordinating the process in Pakistan. The RCO team is committed to provide the support through the Coordination Support Team who will assist the five joint program teams through the implementation phase.

Responsibilities in Outline: The candidate selected will work within the Office of the Resident Coordinator, reporting to several professional staff in the Inter-Agency Support Unit, and ultimately to the RC himself. Although the work will include routine secretarial and clerical work, it also entails substantial independent work, setting up meetings, devising schedules, and logistical arrangements. The work also involves finalization of documents for circulation and/or publication. There is substantial personal liaison with senior UN agency and donor agency personnel.


To provide secretariat support to the regularly held Heads of Agencies, Inter Agency Working Groups and Thematic Working Group meetings and other RC chaired internal meetings.

Preparing minutes of meetings and disseminating these to all participants.

Preparing the relevant documentation in advance and its dissemination to various agencies

Ensuring follow-up from various Agency Heads by calling and confirming attendance of invitees.

Ensuring maintenance and organization of documents/filing system.

Assist the UN Sr. Coordination Officer in the development, implementation and monitoring of the annual Resident Coordinator and UN Country Team work plan.

To liaise with UN agency representatives, senior government officials and the diplomatic community on matters under her responsibility.

Drafting letters, memos, faxes and e-mail messages as and when required.

Collection of background material and forwarding of correspondence to relevant agencies. Finalization of documents for circulation and/or publication from IASU.

Providing support in preparation of various reports including the Delivering as One Status Report and Stock Taking Reports etc.

Obtaining, researching and organizing materials needed by the RC and IASU professional staff, in connection with UN Country Team related matters.

Organizing and maintaining a well-structured and confidential filing system through Electronic Document Management System (EDMS).

Uploading all relevant documentation on the DOCO website and the intranet/internet respectively.

Preparing and updating a database on donor activity in Pakistan.

Assist with arrangements for international missions to Pakistan.

Liaising and supporting consultants for the Joint Programmes as and when required.

Preparing and updating the TWG Progress Matrix and various other TWG Summary Matrices as and when required.

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.
Ability to review data, identify and adjust discrepancies
Ability to produce accurate and well documented records conforming to the required standard
Ability to handle a large volume of work possibly under time constraints
Good knowledge of administrative rules and regulations
Strong IT skills

Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure

Must Degree Degree Level Country Description
 Secondary School CertificateMatriculation / O levels University degree would be desirable.