Details
  • Job Title: Admin Assistant

  • Organization Name: UNDP

  • Location: Islamabad

  • Duration: 12 Months (Extendable)

  • Number of Vacancies: 1

  • Gender: Any

  • Closing on: 2021-11-22

How to Apply
Background
  • Under the direct supervision of the Project Coordinator, the Administrative Assistant will provide  support to the PMU, in accordance with UNDP rules, policies and procedures and corporate agreements with the GF.

    Duties and Responsibilities
    Ensure the effective and efficient functioning of the PMU by focusing on the achievement of the following results:

    • Manage the schedule of the Project Coordinator with external and internal parties, including visitors from external organizations, other UN agencies, national institutions, Global Fund, GF-HIST and LFA missions to the PMU, headquarters and country office staff, as well as internal and external meetings;
    • Make all travel arrangements for the Project Coordinator;
    • Prepare information documents for appointments, meetings, missions;
    • Maintain lists of mandatory trainings, status of PMDs;
    • Supports the Project Coordinator in recruitment and staff induction processes;
    • Maintains asset lists for the PMU;
    • Maintain important contact lists and telephone lists;
    • Prepare moderately complex correspondence in the name of the Project Coordinator for review, signature and follow up if necessary; and
    • Manage email and correspondence flows, ensuring prioritization and efficient follow-up

    Ensure the provision of an effective communication support to the Project Coordinator focusing on the achievement of the following results:

    • Review of correspondence for proper authorization prior to signature by the Project Coordinator;
    • Distribute outgoing correspondence cleared or signed by the Project Coordinator;
    • Respond directly to inquiries or redirect them to relevant focal points within the PMU;
    • Maintain the documentary filing system (paper and e-system);
    • Coordinate information flow within the PMU and between the PMU and Country Office;
    • Supports in the provision of training activities;
    • Facilitate information sharing between the Project Coordinator and the senior management of the Country Office; and
    • Monitor and follow up on deadlines, commitments made, and actions taken.

    Provide effective advocacy support for the activities of the PMU of the UNDP and the Global Fund in close consultation with the Project Coordinator with a focus on achieving the following results:

    • Support the Project Coordinator by facilitating interaction with various partners, including taking minutes of meetings when required;
    • Maintain information on the official activities of the Project Coordinator;
    • Provide potential updates for the UNDP - Global Fund website to the relevant CO and/or HIST focal points;
    • Research and draft, with inputs from PMU team members, basic documentation for the Project Coordinator and other senior management for briefings, meetings, official missions and appointments;
    • Support in the organization of the workshops/capacity building workshops for SRs/SSRs and other partners; and
    • Follow up the process of TORs, selection and contracting of consultants/institutions, and payments upon receipt and approval of deliverables.

    Provide administrative support to the PMU with a focus on achieving the following results:

    • Adequate control of supporting documents for travel by PMU staff;
    • Prepare requisitions in the system;
    • Maintenance of the internal expenditure control system which ensures that requests and purchase orders are processed in ATLAS; and
    • Follow up with Procurement Section on the purchase of office computers, furniture and supplies for the PMU

    Ensure the facilitation of knowledge acquisition and management by focusing on the achievement of the following outcomes:

    • Contribute to knowledge networks and communities of practice.

    The incumbent of the position will uphold the non-discriminatory behavior and ensure that:

    • Human rights and gender equality is prioritized as an ethical principle within all actions;
    • Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
    • Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
    • Differentiated needs of women and men are considered;
    • Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
    • Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc
Requirements
  • Education:

    • University degree in business administration, or public administration, economics, social / human sciences in addition to two years of relevant experience OR
    • High school diploma in addition to five years of relevant experience.

    Experience:

    • Minimum two years of progressive experience with a Bachelors Degree in administration or program management.
    • Five Years of relevant experience with High School Diploma.
    • Experience working with an international organization.
    • Experience working with UN or UNDP is an asset.
    • Experience in the use of office software (MS Word, Excel, etc.)
    • Knowledge of the project management tools used by the UNDP / UN (such as ATLAS) would be an asset.
    • Experience working with international organizations is an asset.

    Language requirements:

    • Proficient in verbal and written English and a local language.
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