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Operations and Management Associate

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
UN Resident Coordinator's Office
City/Location:
Islamabad
Country:
Pakistan
Posted On:
28 February, 2009
Last Date to apply:
13 March, 2009
Experience in years
2 to 4
Description:
 

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 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 supporting the Business Harmonization team and the Administrative Agent for the UN Pilot.

 

Relevant Experience:

 5 to 6 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Job Description:

 

 

Under the guidance of Senior Coordination Officer and direct supervision of the Operations and Management Officer, the Operations and Management Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. Although the work will include routine operational work, it also entails substantial independent work, setting up meetings, devising schedules, logistical arrangements, and attending TWG meetings towards Delivering as One in Pakistan. 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.

 

The Operations and Management Associate works in close collaboration with the RCO and other UN agencies staff to support One UN programme, exchange information and ensure consistent service delivery.

Summary of Key Functions: 

 

  • Implementation of operational strategies
  • Efficient administrative support
  • Support to supply and assets management
  • Support to administrative and financial control
  • Preparation and implementation and monitoring of the RCO and UNCT Work Plan
  • Support to knowledge building and knowledge sharing

 

1.  Ensures implementation of operational strategies, focusing on achievement of the following results:

 

q          Full compliance of administrative activities with UN rules, regulations, policies and strategies.

q          Preparation of administrative team results-oriented workplans.

 

 

2.  Ensures efficient administrative support towards delivering as One and supporting the RCO Operations, focusing on achievement of the following results:

 

q          Organization of  all events related to the One UN Reform (including UNCT Retreats, TWG Workshops, UN Day, UNCG Events and OMT and Working Group Events etc)

q          All HR and procurement related tasks in the RCO including advertisement, short listing, arranging interviews and liaising with various vendors etc

q          Secretariat support to the regularly held Heads of Agencies, OMT and its Working Groups, Thematic Working Group meetings on business harmonization.

q          Preparation of minutes of meetings and dissemination to respective group members.

q          Preparation of  the relevant documentation in advance and disseminating it to various agencies

q          Ensuring follow-up from various Business Operations Harmonization Thematic Working Group members.

q          Implementation of UN Common Services through working with the OMT and various Business Harmonization TWG Sub-groups.

q          Implementation of UN Reform Tools including HACT.

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

q          Collecting background material and forwarding correspondence to relevant agencies.  Finalizing the documents for circulation and/or publication from IASU

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

q          Coordinating with Provincial Coordination Officers regarding provincial level activities of the One UN Reform and support the Provincial coordination and Operations and management developments in delivering as One.

q          Establishment of  provincial coordination teams and operations management of PCT’s in province and state

q          Support RCO communications team

q          Obtaining, researching and organizing materials needed by the Operations and Management Officer.

 

 

3.   Provides support to proper supply and assets management, focusing on achievement of the following result:

 

q          Coordination of assets management in the RCO, timely preparation and submission of periodic inventory reports.

 

4.  Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

 

q          Maintenance of administrative control records such as commitments and expenditures.

q          Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;

q          Proper control of supporting documents of funds and activities.

q          Provision of the information for the audit.

 

5.  Supports Operations and Management Officer in preparation and implementation and monitoring of the RCO and UNCT Work Plan focusing on the achievement of the following results:

 

q          Preparation of inputs to the RC Work Plan/ reports.

q          Liaising with Communication and Advocacy and Coordination Support Teams towards the RCO work plan objectives.

q          Proper control of the supporting documents for payment from the Support to the Resident Coordination (SRC) fund and other funds for UNCT activities.

q          Review of the RC funds expenditures and reporting to the direct supervisor. Preparation of required budget revisions drafts.

q          Monitoring the RCO budget, processing payments.

q          Upon delegation of responsibility, preparation of vouchers and requisitions in Atlas, entering vendors information.

 

6.   Supports knowledge building and knowledge sharing in the CO, focusing on    achievement of the following results:

 

q          Training of staff on the administrative procedures.

q          Briefing/debriefing of staff members on issues relating to area of work.

q          Sound contributions to knowledge networks and communities of practice.

 

 

 

Competencies:

 

Corporate Competencies:

 

q       Demonstrates commitment to UNDP’s mission, vision and values

q       Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

 

Functional Competencies

 

Knowledge Management and Learning

q       Shares knowledge and experience

q       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

q       Ability to administer and execute administrative processes and transactions

q       Ability to extract, interpret, analyze data and resolve operational problems

q       Ability to supervise and train support staff

q       Ability to perform work of confidential nature and handle a large volume of work  

q       Good knowledge of administrative rules and regulations

q       Strong IT skills, knowledge of Atlas

q       Ability to provide input to business processes re-engineering, implementation of new system

 

Leadership and Self-Management

q       Focuses on result for the client and responds positively to feedback

q       Consistently approaches work with energy and a positive, constructive attitude

q       Remains calm, in control and good humored even under pressure

 

 


Education
Must Degree Degree Level Country Description
 Secondary EducationF.Sc / A Levels / (12 Years) Secondary education. Bachelors Degree in Business or Public Administration desirable, but it is not a requirement.