UNDP provides equal opportunity to all qualified female & male including the physically challenged candidates.
Industry:
N.G.O./Social Services
Category:
Balochistan Economic Development Project
Total Position:
1
Job Type:
Service Contract (SC)
Department:
UNDP
Job Province:
Balochistan
Job Location:
Quetta
Gender:
UNDP provides equal opportunity to all qualified female & male including the physically challenged candidates.
Minimum Education:
Matriculation
Degree Title:
Secondary education. University Degree in Business or Public Administration, Social Sciences or a related field desirable, but it is not a requirement.
Career Level:
SB-3/1
Minimum Experience:
5 Years(Minimum 5 years of relevant experience in administration or programme support service.)
Work Permit:
Pakistan
Apply By:
Mar 11, 2016
Posted On:
Feb 26, 2016
Job Description
Organizational Context
UNDP Pakistan through its provincial office in Quetta - Balochistan has initiated a number of consultations with Government counterparts identifying youth empowerment and development of the private sector as a key priority to enhance development at the local level and increase social cohesion. To contribute to the development of the private sector and the strengthening of productive chains, the United Nations Program for Development has developed the Supplier Development Program (SDP), which aims to respond to the strategic challenges posed by the economic context in Pakistan, changing its productive matrix and contributing to the inclusive strengthening of the value chains.
After an initial analysis of the federal and local economic contexts and taking into consideration the initiatives recently launched at federal and provincial level in support to youth and business creation, UNDP has organized an exploratory mission that assessed that the he SDP can also be adapted to the economic context of Pakistan and specifically Balochistan.
The outcome of the exploratory mission has identified key strategic lines and activities to be followed for the implementation of the SDP in Pakistan and for which a management team for the SDP is required. The team is now looking for an Administrative and Finance Assistant to provide support for the successful implementation of the SDP.
Under the guidance and supervision of the BEDP Project coordinator the admin and finance assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the UNDP sub-office and ensure consistent service delivery.
Summary of Key Functions:
Implementation of operational strategies;
Provision of accounting and budget support;
Provision of procurement support;
Provision of administrative, travel, and logistical support;
Support to knowledge building and knowledge sharing;
Any other tasks required by the Project coordinator
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UNDP rules, regulations, policies and strategies.
Support to the BEDP administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Preparation of administrative results-oriented work plans.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
2. Provides accounting and budget support, focusing on achievement of the following results:
Certifying availability of funds and ensuring that the activities are in line with the approved work plan and budget levels;
Provision of information for reports on financial status, procedures, costs and expenditures and potential funding problems;
Assistance in proper control of the supporting documents for payments and financial reports for the Programme/Project; payment execution and monitoring payment status;
Processing of financial documentation (vouchers, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, monthly payment orders (MPOs) and other entitlements are duly processed;
Preparation of monthly, quarterly, or yearly budget reports as required;
Preparation of budget requests and creation, revision and extension of management projects;
Provision of the forecast of the extra budgetary and the expenses related to activities as required;
Monitoring regularly the Programme budget, provision of timely advice to the Project Coordinator on fund limitations and obtaining approval of budget revision(s) from UNDP
Present and explain to donors the financial situation of the contributions;
Coordinate with the Country Office in approval of various financial authorizations
3. Provides procurement support, focusing on achievement of the following results:
Full compliance of procurement activities with UNDP rules, regulations, policies and strategies;
Timely preparation and updating of procurement plans for the Programme;
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Preparation of requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services;
Creation of requisitions in Atlas, registration of goods receipt in Atlas, budget check for requisitions;
Serving as a focal point in procurement processing for the Programme/Project;
Preparation of submissions to the Contract, Assets and Procurement committee (CAP) and Advisory Committee on Procurement (ACP);
Coordination of assets management in the CO and projects, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
4. Provides administrative, travel and logistical support, focusing on achievement of the following results:
Administrative support to organization of conferences, workshops, etc.
Arrangement of travel and hotel reservations, preparation of travel authorizations;
Preparation and handling the routine correspondence related to general administration, procurement, financial and personnel matters, faxes, memoranda and reports in accordance with UNDP rules and procedures;
Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme/project matters;
Assistance to the Audit and prepare necessary documents;
5. Support knowledge building and knowledge sharing in the UNDP sub-office, focusing on achievement of the following results:
Organization of training for the operations/projects staff;
Briefing to staff members on general administrative, financial, HR, procurement matters and provision of advice on policies and procedures;
Sound contributions to knowledge networks and communities of practice.
6. administrative support for BEDP
Support to the SDP office
o Prepare and follow up on payments for consultants, sending and receiving correspondence, agreements, etc.)o Support in carrying out administrative procedures for the SDP
Contract administration
o Prepare contracts for consultants involved in the SDPo Develop amendments or settlements of consultants involved in the SDPo Follow-up of on documentation and paperwork to support procurement processes for consultants’ formalization
Overview on program resources
o Control of the acquisition purchase of equipment and supplies.o Develop documentation and billing reports for participating companies.o Develop reports and registration fee payments to suppliers and consultants.o Control and follow up on payments of SDP consultant
Impact of Results
The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
Competencies and Critical Success Factors
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives Maintains databases of donor information
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things Documents innovative strategies and new approaches Identifies and communicates opportunities to promote learning and knowledge sharing
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Identifies new and better approaches to work processes and incorporates same in own work Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Documents ‘best practices’ in organizational change and development within and outside the UN system Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems Provides inputs to the development of simple system components Makes recommendations related to work procedures and implementation of management systems
Client Orientation
Level 1.1: Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Responds to client needs promptly Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems Prepares timely inputs to reports Maintains databases
Core Competencies:
Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member. Informed and transparent decision making
Recruitment Qualifications and Experience
Secondary education. University Degree in Business or Public Administration, Social Sciences or a related field desirable, but it is not a requirement.
Minimum 5 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.
Experience of work in similar position or different in the private sector field is an asset.
Previous experience with UN and/or UNDP is an asset
Language Requirements:
Fluency in English and Urdu language
Please Note:
HEC Attested degrees are a prerequisite for employment at UNDP. During the recruitment process candidates may be required to present HEC attested degrees.
Foreign Qualified Candidates: Foreign degree holders shall be required to (i) Present a verification/certification letter from the university verifying the degree & student enrollment, or (ii) Foreign degree Equivalence Letter from HEC.
UNDP provides the Equal Opportunity for all equally qualified male & female including the physically challenged candidates, female candidates are particularly encouraged to apply’’ (local and internal VA)
“United Nations Development Programme (UNDP) does not charge fee at any stage of the recruitment process including application, interviews, selection or induction etc. Moreover, UNDP does not concern itself with any information on the applicants’ bank accounts.”
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