United Nations Development Programme (UNDP)

Programme Assistant (Rule of Law)

United Nations Development Programme (UNDP)

Job Description

The United Nations Office on Drugs and Crime (UNODC) Country Office for Pakistan (COPAK) is tasked with assisting Pakistan through its recently developed Country Programme (CP) II, 2016-19 with a focus on illicit trafficking and Border Management, Criminal Justice and drug demand reduction and HIV/AIDS. As part of the CP there is significant strategic planning and Coordination required with the Government to implement its Sub-Programme 2 on Criminal Justice. To address the need for administrative, finance and logistical management, sub programme II (Criminal Justice) requires the services of a Sub-Programme Assistant in Karachi, Sindh. Assignment Objectives The purpose of the assignment to ensure the maintenance of budgets and monitor work plans across the assigned Rule of Law programme in Sindh. In addition, liaise with the programme team in the management of activities and other recurring processes. The effective identification of upcoming activities and action plans is a key function of the position. He/she will be tasked to support the Advisor and programme staff in administrative matters related to purchase requisitions, Asset Management, preparing handover documents, following up on nominations, arranging travel and other related logistics and other tasks as assigned. The Programme Assistant (Rule of Law, Sindh) will be responsible to ensure that these objectives are achieved under the supervision of the sub-programme Advisor and Programme Officer Rule of Law Sindh. Duties and ResponsibilitiesThe Programme Assistant (Rule of Law, Sindh) will work closely with the programme staff to provide support in implementation of programme activities and coordinating with the country office’s core team and government counterparts. Specifically, the incumbent will be responsible to perform the following tasks:• Carry out all the administrative activities in support of programme implementation along with providing assistance in logistical arrangements for SP II events such as meetings, training, round tables and conferences• Arrange travel and related logistics for sub-programme II team including advisor and programme officers and government counterparts based in Karachi as and when required.• Prepare purchase requisitions for procurement in consultation with Programme Officer ROL Sindh and assist procurement department to invite quotations and make comparison statements related to these procurements.• Maintain and update inventory records on provincial level; preparing handover documents, submission and follow-up of equipment inventories to Property Survey Board (PSB), manage administrative closing of equipment in close coordination with Islamabad Team.• Maintain proper filing system/inventories• Undertake administrative follow-up with national and international partners on provincial level• Maintain a list of addresses/ phone numbers of counter parts and relevant GOP/private organisation’s officials• Maintain financial disbursements, IOV reconciliation and Data Quality monitoring systems. Acquisition of budget expense sheet for further planning• Provide support to Maintain financial records for project accounts; Identifies funding gaps in relation to planned outputs and proposes actions to mitigate delays• Assist in calculating and compiling costs estimates and projected budget requirements and preparation of budget statements• Prepare and process payment requests/travel claims and ensure appropriate documentation and record keeping and liaison with concerned departments for payments follow ups• Provide support in carrying out routine budget revisions• Assist in processing financial claims and facilitate approval through ensuring appropriate documentation and record keeping.• Compilation of accurate financial data in close coordination with Programme officers• Handle all financial matters of training, meetings and conferences organised under the related outcomes• Ensures that deadlines for reports are met; create finance reports as required and ensure scheduled reports are delivered on time;• Maintain individual project and outcome files• Efficient management of programme documentation, records and files• Facilitate related workshops, Trainings and meetings in Sindh and outside related to the project.• Perform any other task(s) assigned or as and when required by the supervisor.CompetenciesRequired Skills and Experience
  • Secondary School is required. Bachelor’s degree is desirable in business Administration, supply-chain management, programme management, accounting or relevant degree.

  • A minimum of four years of experience in coordinating projects/programmes, finance and administration.

  • Fluent in English and Urdu (speaking and writing).

  • Experience working with international organizations and training is preferred.

  • Solid knowledge of MS office tools (Word, Excel) with advanced knowledge of MS Excel.

Disclaimer

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 "UNDP has zero tolerance towards Sexual Harassment (SH) and Sexual Exploitation & Abuse (SEA)”.

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