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Admin & Finance Assistant

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Agency / Project:
Strengthening Public Grievance Redress Mechanisms (SPGRM)
Posted On:
18 January, 2011
Last Date to apply:
02 February, 2011
Experience in years
2 to 4

At least 5 years experience in co-ordination of work and a good knowledge of standard practices and procedures related to administration and finance;
Good written and spoken English; Experience with a UN agency/ project will be preferred


The SPGRM is an intervention of the UNDP and the Wafaqi Mohtasib Secretariat (WMS) (Federal Ombudsman Office, Pakistan). The key objectives of the project are as follows: 
i) To improve public grievance redress mechanisms and their outreach to enable closer alignment with the needs and expectations of citizens;
ii) To increase public demand for transparency and accountability in service delivery through enhanced civic engagement; and 
iii) To facilitate availability of and access to information regarding grievance redress and service delivery mechanisms and standards.
The methodology adopted to achieve these objectives is based on institutional strengthening, public outreach and advocacy and consensus building.

Job Description

The Admin & Finance Assistant will work under the direct supervision of National Project Manager and will perform the following tasks:

1. Prepare budget forecasts and estimates for annual and quarterly action plans, project proposals and other related documents, which involve financial forecasting, budgeting and accounts.
2. Develop and process requests for advances to the Country Office, Budget Revisions, and ensure settlement of all advances in accordance with UNDP corporate guidelines and financial procedures.
3. Prepare and process project related payments and salaries of project staff and consultants and coordinate with the bank for timely releases of such payments to the parties concerned.
4. Prepare and process tender documents, invite bids from open market, prepare bids tabulation and ensure financial transparency and accountability in all project related procurements, subcontracting and outsourcing.
5. Manage the utilisation of project petty expenses and keep a track of petty cash expenditure in line with standard financial procedures.
6. Prepare and maintain financial disbursement ledger for monitoring and controlling of expenditures in line with the financial management procedures of UNDP   
7. Responsible to deal with all logistical, financial and administrative matters of the workshops, meetings, conferences and seminars with the close coordination of NPM
8. Responsible for inventory management of both expendable and non-expendable project items.
9. Conduct local market surveys and prepare procurement requests in accordance with PCOM by providing accurate information on prices, specifications, freight and source of local manufacturers/authorized dealers/ suppliers etc.
10.  Facilitate auditors during annual/quarterly project audit.
Qualified females are strongly encouraged to apply

Must Degree Degree Level Country Description
  BachelorsBachelors Degree (4 Years) A 4-year bachelor’s degree (or equivalent) in accounting, finance or a related field from a university recognized by the HEC.