Administration Clerk

Mid Admin

Contract

This is a LICA-3 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 3 years of experience, depending on education. More about LICA-3 contracts.

Background Information - Pakistan

The United Nations Office for Project Services (UNOPS) aims to make significant strides in promoting sustainable development, aiding the federal and provincial government in SDGs attainment, and establishing itself as a reliable provider of efficient services for development programming around Climate Adaptation, Basic Service Delivery and Energy Efficiency. Operational since 1999, UNOPS Pakistan (Project Office) is part of the Sri Lanka Multi-Country Office in the Asia Pacific Region.

Background Information - Job-specific

The project aims to enhance the operational preparedness and effectiveness of law enforcement personnel in Pakistan through the construction of simulation training facilities that replicate real-world urban environments. ​ These facilities will provide immersive, practical training experiences and improve officers' decision-making and tactical skills. ​ The project will be managed by UNOPS and involve collaboration with key stakeholders to ensure successful implementation.

The simulation training facilities will consist of a mock city, mine garden, classroom, and paintball operations area. ​ The mock city will replicate urban environments with buildings, streets, and public spaces, allowing officers to train in urban operations. ​ The mine garden will simulate real-life minefield scenarios for practical experience in mine detection and disposal. ​ The classroom will serve as the central hub for theoretical instruction, debriefings, and strategy sessions. ​ The paintball operations area will simulate tactical combat scenarios to enhance officers' understanding and strategic planning capabilities. ​

The project will be managed by UNOPS in close coordination with key stakeholders such as the respective Police Departments and Donor. ​ A Project Board will be established to ensure robust internal controls and effective management of the project. ​ The project will also incorporate sustainability measures, gender mainstreaming, and adherence to quality standards.

Functional Responsibilities

Under the direct supervision of the Senior Administrative Associate, the Administration Clerk will provide travel and clerical support to the project team. The incumbent is expected to perform the following duties and responsibilities: - Arrangement of travel for the project staff including but not limited to booking flights, accommodation, vehicles, logistical arrangements for the project events and activities. Where necessary, submit travel authorization requests in UNOPS ERP and apply for security clearance for the mission. - Coordination with project team travellers and suppliers for Verification of project invoices, raising requisitions for the action of the procurement team, registering suppliers in UNOPS ERP, creating receipts, raising payment requests and coordination with the Finance team and suppliers for payment. - Keeping a record of receipt and release of bank guarantees and coordination with the relevant teams and suppliers to receive and/or release the bank guarantees. - Organising project records in Google Drive and keeping them up to date. - Assist in coordination with other UN Agencies, donors and government departments for collecting required information for the project activities - Assist in arranging various official project meetings in the premises, preparing folders and/or any branding material for distribution. - Assist the supervisor in keeping record of lease inventory and assets under the project. - Assist in maintenance of a stock control and supply system for the project - Timely coordination for extension of any administrative and/or ICT services under the project. - Timely processing of incoming and outgoing mail of the project and distribution as appropriate; packing envelopes, writing addresses and mail disbursement in coordination with the courier company. - Photocopying, scanning of documents, punching and binding reports.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education& Experience : - Secondary School Education is required. - Higher education can be considered in lieu of years of experience - 3 years experience in clerical support/basic office management is required - Basic IT Skills and experience in using computer applications, spreadsheets, documents is required. - Experience in administrative services is an added advantage. - Experience in using ERP is highly desirable

Language Requirements: - Basic level of English language is required

Contract type, level and duration

• Contract type: Individual Contract Agreement (ICA)
• Contract level: Local ICA Support -LICA 3
• Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’(Expected duration 12 months initially)

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

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Added 17 hours ago - Updated 7 hours ago - Source: jobs.unops.org