UNOPS Vacancies in Islamabad, Islāmābād, Pakistan – Support Services Senior Assistant

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Functional Responsibilities:

Under the direct supervision of the Finance Officer, Support Services Senior Assistant will be responsible for provision of administrative assistance, including processing of financial data, to the implementation of all Project related activities.

The Senior Assistant will undertake the following activitiesesponsibilities.

Administration:

  • Support day to day general administrative activities covering expense claims, premises maintenance, transport and logistics, security issues and ensure safety of equipment and property;
  • Assist to summarize and/or highlight information for general administrative matters and make research and compile material for briefing and presentations on administrative matters;
  • Support, on an as needed basis, the procurement activities including participating in bid opening boards, evaluation assistance, market research;
  • Support with project management report obligations: planning of timely delivery of reports (to client and internally), preparation of reports, update work plans if needed, keeping track of progress in between reporting moments;
  • Act as UNOPS Travel Focal Point, prepare travel authorization forms, calculate the travel costs, and liaise with approved travel agent in obtaining tickets, security clearance and ensuring necessary logistics’ arrangements have been made;
  • Organise meetings and draft meeting minutes, correspondence, reports, evaluation and justification, as required on general administrative and specialized task that may be of confidential nature;
  • Assist in developing effective systems and procedures to improve and streamline work and communication flow within the team to meet the business requirements;
  • Assist in maintaining and repair of office equipment and other properties.

Finance:

  • With guidelines from the Support Services Manager and in cooperation with the Project team, provide support in technical and administrative monitoring, including review of financial data, of the implementation of the selected projects and concluded grant agreements;
  • Provide assistance in collection and preparation of documentation related to processing of financial transactions related to project activities. Collection of evidence for project related payments and liabilities, support the facilitation of VAT exemption and preparation of documentation for payment installment /processing;
  • Maintain archive related to the Project financial activities, as per agreement with the line manager and in line with the UNOPS requirements;
  • Contribute to identification and assessment of financial and operational risks and assist in implementation of mitigation measures in accordance with the Risk Management Strategy;
  • Contribute to identification and sharing of the Administration related lessons learned and best practices;
  • Contribute to the successful administrative and financial closure of project.
  • Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

HR:

  • Support the completion of recruitment processes including offers and rejections,and updating recruitment on-line information systems in line with UNOPS policy.
  • Undertakes reference checking, elements of longlisting, and organization of testing and interviews; fee calculation, minutes of general-service recruitments,
  • Support in the finalization of selection and other process approvals.
  • Inform and advise UNOPS personnel, consultants, partners and project personnel on routine aspects and elements of their conditions of service and entitlements according to their contract modality, expediting actions to facilitate their efficient, timely, and client-focused onboarding.
  • Maintain monitoring systems, advising the supervisor on the status of pending requests and approaching deadlines.
  • Answer questions and follow-up with personnel and management to ensure completion of absences requests, performance management cycle, and other HR processes etc. in electronic information systems.

Education:

Education

  • Completion of secondary school is required.
  • First University Degree in finance, Economics, Business Administration, Public Administration, or equivalent disciplines is desirable but not required and may substitute for some of the required years of experience.

Work Experience

  • A minimum of 5 years administrative , or operations/Support services and finance experience in the United Nations system or International organizations;
  • Within these 5 years, 1 year of experience in administration, Assets management, inventory controls is highly desirable.
  • Work record in Travel management is an asset.
  • Understanding of UN/UNOPS Financial and Administrative Rules and Regulations is an asset.
  • Proficiency in computers and experience in handling of web-based management systems is required
  • Working knowledge of Google workspace is desirable

Languages:

Working knowledge (oral & written) of the English language is required.

Additional Considerations

Please note that the closing date is midnight Copenhagen time Applications …

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.

Recruitment/internship in UNOPS is contingent on the results of such checks.

Experience:

Education

  • Completion of secondary school is required.
  • First University Degree in finance, Economics, Business Administration, Public Administration, or equivalent disciplines is desirable but not required and may substitute for some of the required years of experience.

Work Experience

  • A minimum of 5 years administrative , or operations/Support services and finance experience in the United Nations system or International organizations;
  • Within these 5 years, 1 year of experience in administration, Assets management, inventory controls is highly desirable.
  • Work record in Travel management is an asset.
  • Understanding of UN/UNOPS Financial and Administrative Rules and Regulations is an asset.
  • Proficiency in computers and experience in handling of web-based management systems is required
  • Working knowledge of Google workspace is desirable

Languages:

Working knowledge (oral & written) of the English language is required.

Company: UNOPS

Vacancy Type: Part-time · Entry level 

Job Location: Islamabad, Islāmābād, Pakistan

Application Deadline: N/A

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To apply for this job email your details to bfdirb6788@gmail.com