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Management & Operations Assistant

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
UNDP/Resident Coordinator Office
City/Location:
Islamabad
Country:
Pakistan
Posted On:
09 January, 2009
Last Date to apply:
22 January, 2009
Experience in years
2 to 4
Experience:

At least 3 to 5 years of experience of Finance & administration.
Excellent knowledge of spoken and written English, with good analytical and communication skills.
Proficiency in the use of information technology (word processing, PowerPoint presentations, spreadsheets and data management), while being well conversant with the internet/intranet environment.
An ability to work harmoniously and effectively as part of a well-coordinated team with people of varied backgrounds, including gender sensitivity.
Superior secretarial skills, including advanced word processing and ease with electronic communication generally.
Experience in the United Nations environment would be an asset.
Familiar with the ONE UN process in Pakistan would be an asset.

Description:
 

BACKGROUND

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 UN 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 include 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 Operations and Management Team which will assist the RCO in strengthening its operational capacity and support to the Pakistan pilot.
Responsibilities in Outline: The candidate selected will work within the Office of the Resident Coordinator, reporting to the Management & Operations Officer. Although the work will include routine operations 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.

SCOPE OF WORK


Coordinating all necessary administrative/logistical arrangements for the monthly Inter Agency meetings and other RC chaired internal meetings such as HOAs, etc.

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.

Drafting standard letters, memos, and e-mail messages.

Assisting in management of the RC budget for accurate and effective audit trail to ensure transparency of the budgetary procedure under the supervision of Sr. Coordination Officer

Regularly monitoring the RC budget, processing payments, making requisitions, checking of project budget/expenditure and generating various reports through ATLAS system

Facilitating all activities related to travel/logistics arrangements for all RCO staff; e.g. preparing and ensuring security clearance and DSA reimbursement claims are processed on timely basis


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

Maintaining an up-to-date distribution list of Heads of UN Monthly Agencies, Donors, NGOs and senior Government officials, with telephone numbers, e-mail addresses, faxes and so on.

Obtaining, researching and organizing materials needed by the RC and IASU professional staff, in connection with project and administrative matters.

Maintaining stock file and responding to requests for UN System and IASU reports.

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

Handling a wide range of telephone/fax/e-mail inquiries from Embassies, Government Offices, NGOs and the public and referring these, when necessary, to the relevant officers.

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

 


Education
Must Degree Degree Level Country Description
YesSecondary EducationMatriculation / O levelsUniversity degree would be desirable.