Administrative Assistant

UNOPS, Islamabad, Pakistan

Skill Required:, Business Development/ Resource Mobilization
Preferred Experience: 
3 Years
Closing Date for Applications: 
22nd November, 2018


Job Description

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

UNOPS Pakistan (Project Office) is part of the Nepal Multi Country Office in the Asia Region. With a steady growth of the project portfolio in the recent years and a new strategic direction, UNOPS Pakistan is looking to consolidate and optimize the support services provided at the Project Office level, to enable sustainable portfolio growth, as well as efficiency and quality of its delivery.
Under the guidance and direct supervision of the Administrative & Logistics Associate, the Administrative Assistant manages and ensures the provision of efficient logistic and transportation support services to a relevant operational unit. In the discharge of her/his duties, the Administrative Assistant liaises with UNOPS Programme Support Officers, Chief Technical Advisers, Portfolio Managers and Portfolio Assistants in order to ensure consistent service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.;

  • Logistics and Asset management support
  • Transportation
  • Support to knowledge building and knowledge sharing

Functional Responsibilities

Ensures provision of reliable logistics and asset management support, namely:

  • Proper maintenance and safe and secure storage of all office equipment and property;
  • Preparing accurate inventory lists and adequate property records for the office as well as for projects.
  • Careful monitoring of the movement of equipment into and within the area of responsibility;
  • Implementation of an equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy;
  • Processing of supply requisitions for office premises;
  • Assistance with timely and effective customs clearance
  • Administering the receipt of goods and equipment for the office, inspection and report preparation

Administers transport services, focusing on achievement of the following results:

  • Proper maintenance, servicing and repair of all office vehicles for top performance and safe operating conditions in accordance with UNOPS vehicle management policy and procedures
  • All official transport needs of Management and office personnel met with accompanying security arrangements.
  • Daily vehicle log on petrol consumption and mileage.
  • Implementation of a repair and maintenance system for all office equipment including EDP equipment, and generators, etc.
  • Efficient building management and maintenance activities.
  • Implementation of a power policy in line with capacity of the city power and generators.
  • Assessment of contract services (cleaning, security, taxi, courier, etc.) in view of improving service level and/or identifying better solutions;

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.
  • Sound contributions to knowledge networks and communities of practice

Team Management: Facilitate the engagement and provision of high quality results and services of the supervised personnel through effective work planning, performance management, coaching, and development

Education/Experience/Language requirements

Education:

  • Completion of secondary school is required.
  • First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
  • In the absence of a degree, administrative certification is an asset.

Work Experience:

  • A minimum of 4 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results.
  • Ability to work with computer and office software packages (MS Office 2016 and/or newer versions) and knowledge of spreadsheet and database packages
  • Some experience in UN system organizations is desirable.

Language Requirements:

  • Full proficiency in English required.
  • Knowledge of at least one local language of the duty station is required.

Source:https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=16722#1


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