Administrative Assistant, GS-5, Islamabad, Pakistan

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 758 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Commitment!

Working in partnership with the Government of Pakistan at every level from the local to the provincial and federal, alongside committed donors, NGOs, CSOs and private organizations, we celebrate important achievements, while recognizing that there is a long way to go before we can achieve the dream of a world fit for children.

For more information, visit the UNICEF Pakistan Country Office website: https://www.unicef.org/pakistan/

How can you make a difference?

Transport management/ coordination

1. Assign duties to drivers and distributes work assignments using UN Humanitarian HUB, and ensure all requests are generated using it by all requesters.
2. Issue fuel cards for vehicles.
3. Review maintenance schedule of each Vehicle and ensure fleet is in excellent running condition.
4. Review Logbooks, bills/invoices related to repair /maintenance, fuel of each vehicle and coordinate the payment processing.
5. Manage and verify the overtime claims of drivers.
6. Travel arrangements (roads) for field missions and ensure all vehicles are Security Risk measures (SRM) compliant when sent on mission.
7. Prepare / coordinate on Travel Requests / Travel authorization for drivers in VISION. Ensure drivers are evenly assigned to field missions.
8. Maintains files/records related to the vehicles (official & Internationals personal cars) and provides required information for reports, correspondence, technical and other reference documents.
9. Ensure the safe custody of original registration documents of official and international staff member’s vehicles.
10. Prepare reports on vehicle milage, fuel consumption, vehicle repair and maintenance and update on share point and files.
11. Keep an updated record of all the requests received from staff members.
12. Issue bills for personal use of vehicles, maintains record and ensure timely submission, review and payment of all transport related invoices including against service requisitions of rent a car company.
13. Ensure that all vehicles have insurance coverage as per policy, including 3rd party insurance for personal vehicles of international staff members.
14. Coordinate with programme sections and rent a car company for provision of rental vehicles for field missions or city duties. Supervise contractual obligations of rent a car company and evaluate their performance. Coordinate and meet with companies on quarterly basis for improvement of services where required.
15. Prepare Tax Rebate claims on quarterly basis for office and follow up for reimbursement.
16. Drafts routine correspondence and faxes from oral instructions, previous correspondence, and other available information.

Transport Protocol exemptions

Follow up with MOFA / Customs on below official and personal vehicles case types where needed

1. Prepare documents for Ministry of Interior (MoI) and Ministry of Foreign Affairs (MOFA) on exemption of personal vehicles, bank challan for vehicle registration fee and submission in bank, arrangments of temporary number plates, vehicle cancellation / registration / de-registration, sale permission.

2. Ensure timely process of marked old vehicles’ surrender to MOFA, destruction, and prior permission as and when required.

3. Official vehicles as Armored (destruction) and Soft Skin (surrender) processes from MOFA.

4. Sale permission for personal vehicles for international staff members.
5. Vehicle registration and deregistration.
6. Various types of vehicle exemptions.
7. Any other task assigned by supervisor.

Administrative

1. Assist in premises management (building repair and renovation).
2. Assist in maintenance of office furniture & equipment, photocopiers, scanner, security gates, furniture, generators etc.
3. Assist in update admin reports on SharePoint as list of payments, admin contracts, building and equipment repair, and other admin services.
4. Assist in procurement of office goods and services.
5. Review of section invoices through work order and petty cash.

To qualify as an advocate for every child, you will have…

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
• * For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
• A minimum of 5 years of relevant administrative or clerical work experience with exposure to transportation coordination is required.
• Experience with transportation protocol is an asset.
• Relevant experience in a UN system agency or organization is an asset.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

Life at UNICEF

Working at UNICEF is highly rewarding. With an attractive remuneration package encompassing competitive pay and benefits, a culture that helps staff thrive, and diverse opportunities for personal and professional development, we aim to help you maintain a fulfilling life both at and outside the office.

We make sure you and your loved ones receive the resources and care that you need to thrive. We offer a wide range of benefits to our staff, including reasonable accommodation for persons with disabilities. Our contracts, wellbeing policies, and initiatives ensure that you are well equipped to deliver for children such as effectively;

• Tax exemption, family allowances, hardship benefits, 10 UN holidays and annual leave allowance, maternity, paternity, adoption leave, medical and dental insurance, pension, etc.
• Career support, staff wellbeing program, breastfeeding policy, flexible work arrangements, childcare room, family support, policies & initiatives, security etc.
• UNICEF strongly encourages the use of flexible working arrangements.

UNICEF is here to serve the world's most disadvantaged children, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to including everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

UNICEF is here to serve the world’s most disadvantaged children, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to including everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

• Verified educational certificates/HEC Attested Degrees are a pre-requisite for employment at UNICEF. During the recruitment process, candidates will be required to present HEC-attested degrees/certificates.
• Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
• UNICEF's active commitment to diversity and inclusion is critical to delivering the best results for children. For this position, eligible and suitable female candidates will be prioritized.
• UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if medical clearance is not obtained, or necessary inoculation requirements are not met within a reasonable period for any reason.