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Administrative Associate
United Nations Development Programme (UNDP)
NB3 Full-time
Job Expired 14 Dec 2022
Expired
Posted 2 months ago
Job Description
Background
 
UNDP Pakistan works with the Government and communities to develop and implement local solutions to development challenges. In an evolving development context, UNDP supports the  efforts of Government of Pakistan to build a more equitable, prosperous, peaceful and resilient society, and to achieve its SDGs and COP25 targets.

UNDP Pakistan is an importance partner of the Government of Pakistan for achieving national development goals and international commitments. Through extensive networking within the international development community, UNDP endeavors to bring global experience to the doorstep pf Pakistani policy makers at all levels. Resources of priority and innovation interventions are mobilized from a gradually diversification group of partners, including donors, NGOs, private sector and local communities.

In Pakistan, UNDP started in February 1960 as United Nations Special Fund to promote social progress and better standards of life and advance the economic, social and technical development of Pakistan. UNDP, as we know it now was established in 1965 by General Assembly of United Nations. Since then, UNDP has supported the successive national and provincial governments in this country in formulation of national strategies and policies, capacity building of institutions, community mobilization, early recovery from disasters and internal displacement, reduction of poverty, gender mainstreaming, environmental management, climate change management, restoration and preservation of natural habitats, income generation policies and empowerment of legislatures and parliament.

United Nations Development Programme (UNDP) has been managing Common Premises at Sub Office Peshawar and is the lead agency for provision of building management and ICT services to all UNDP Khyber Pakhtunkhwa projects and programmes and to three UN Agencies that are based in UNDP sub-office premises.  

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Duties and Responsibilities

Under the overall guidance and supervision of the ICT/Common Premises Analyst, and with a parallel reporting line to the Head of Sub-Office, The Administrative Associate provides support and oversight of office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the operations, programme and projects staff in the sub-office  and other UN agencies staff to exchange information and ensure consistent service delivery.

 

Specific responsibilities would cover the following:
  • Efficient administrative oversight and support
  • Support to networks administration
  • Oversight of common services and common services team in the Peshawar sub-office.
  • Support to knowledge building and knowledge sharing.
  • Support to other UN agencies based in Sub Office Peshawar.
  1. Ensures implementation of operational strategies, focusing on achievement of the following results:
  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).Provision of inputs to preparation of administrative team results-oriented workplans.
  1. Ensures effective and efficient functioning of motor pool services, focusing on the achievement of the following results:
  • Coordinate all daily movements of vehicles required by the sub-office; arrange and implement detailed daily work plans for drivers.
  • Maintain the computerized database of vehicle records.
  • Manage and monitor vehicles maintenance, in close coordination with motorpool.
  • Coordinate the routing of the drivers, in close liaison with UNDP Security and UNDSS to ensure safe and secure routing, in compliance with safety and security operating procedures.
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  1. Ensures effective administrative support, focusing on the achievement of the following results:
  • Prepare the guidelines for the use of common premises and their implementation;
  • Manage and monitor the maintenance of common premises including common areas: cleaning, gardening, building (including painting, plumbing & carpentry).
  • Rodent and pest control and effective waste management.
  • Ensure proper maintenance of equipment including heating, ventilation, air conditioning, UPS, generator and conference facilities.
  • Coordinate and support in space allocation based upon current and future space requirements of the participating agencies based upon the approved staffing plans.
  • Ensure the efficient and effective functioning of the common premises, and in accordance with applicable UNDP rules, regulations, policies and standard procedures.
  • Manage and oversee effective provision of utilities including electricity, water and sewage.
  • Assist in allocation, recovery and redistribution of office space within the common premises.
  • Maintain the record of supporting documents for payments.
  • Draft terms of reference of support staff and undertake follow-up  with the relevant units on recruitment process;
  • Preparation of the procurement plan of Building Management System and monitor and support its implementation.
  • Provision of support and oversight in timely and cost-effective building management services,
  • Oversee maintenance of office infrastructure, technology and equipment.
  • Arrange internal and external meetings, liaise effectively with other units and projects. Work as secretary of the meetings and following up
  • regarding implementation of decision.
  • Coordinate and provide support to administrative and logistical arrangements for meetings, workshops conferences.
  • Oversee the stationary request and keep the record of the stationary distribution
  • Assist in processing financial claims and facilitate approval, ensuring appropriate documentation and record keeping in accordance with UNDP Policies.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
  • Draft weekly sub-office reports and monthly programme updates based on inputs received from the projects and submit to the Head, Sub-office.
  1. Provision of oversight and support to office maintenance, assets management and Business Continuity Plan (BCP), focusing on achievement of the following results:
  • Oversight of maintenance of common premises and common services in the sub-office.
  • Preparation of reports and maintenance of records on assets management.
  • Oversight and maintenance of files and records relevant to office maintenance.
  • Provide assistance in preparing of Business Continuity Plan (BCP) at provincial level.
  • Support in updating BCP document with the coordination of all units.
  1. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
  • Participation in the training for the operations/projects staff on administration.
  • Sound contributions to knowledge networks and communities of practice.
Competencies
 
Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:  LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
 
Required Skills and Experience
 
Education:
Bachelor's Degree OR High School
 
Experience:
Bachelor’s Degree with minimum 3 years of relevant experience or High School Degree with minimum 6 years of relevant experience in administration or programme support services.

Required Skills:

Operations Management, People Management, Assets Management, Digital Awareness and Literacy, Client Management.

Required Language (s)

Excellent spoken and written English and Urdu. Knowledge of Pashto would be considered an asset.

Disclaimer
 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
 
Applicant information about UNDP rosters
 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
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