Project Admin Assistant

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a 'leave no one behind' approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Pakistan, a country with a population of over 249.6 million, faces significant climate variability due to its geographic diversity, including an arid to semi-arid climate, high mountain peaks, and colossal glaciers. The country is highly vulnerable to climate change impacts, such as floods, droughts, and heatwaves, exacerbated by a warming trend at twice the global average rate. Pakistan's emissions were recorded at 489.87 mtCO2 equivalent in 2018. Despite contributing a lower carbon footprint, Pakistan ranks among the most vulnerable nations to climate change, necessitating urgent action and comprehensive reporting to meet international obligations under the Paris Agreement.

To ensure the successful execution of Pakistan's Biennial Transparency Report (BTR) project, the Ministry of Climate Change is actively seeking to hire an administrative assistant who will play a crucial role in supporting the project's daily operational requirements. This position is vital for maintaining the smooth functioning of the project and will involve a variety of tasks aimed at facilitating effective communication and coordination among team members. The selected candidate will be responsible for organizing meetings, managing schedules, and ensuring that all administrative processes are carried out efficiently. By filling this role, the Ministry aims to enhance productivity and ensure that the BTR project meets its objectives on time and within budget.

Duties and Responsibilities

Under the overall guidance of the Project Coordinator, the administrative assistant's core responsibilities include the following:

• Support the Senior Project Officer in managing the following project activities;
• Assist in coordinating with project partner institutions.
• Facilitate the outgoing correspondence cleared or assigned by the Senior Project Officer.
• Provide substantial support to the project workshops and training and other related events.
• Support in arranging Project reviews, audits, and evaluation.
• Responsible for filing and archiving of financial data.
• Assist in processing of vendor bills and follow-up on payments;
• Keeping an inventory of office supplies and arrange new supplies as per the need when arises.
• Manage processing of routine official assignments, briefs, dossiers etc.
• Assist office staff in photocopies, mail distribution, and binding of official documents. Responsible for making and adjusting travel arrangements for project personnel and stakeholders.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core:

Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

• Administration and Operations: Documents and records management: Ability to ensure systematic filing and maintenance of office records.
• Administration and Operations: Inventory management: Ability to ensure efficient inventory consolidation and management of assets, ensuring accuracy and validity of information.
• Administration and Operations: Registry & correspondence management: Ability to collect, register, maintain, and deliver mail; ability to manage archives.
• Business Management: Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.

Required Skills and Experience

Education:

• Higher Secondary Education (12th grade)
  OR
  University degree in business administration, or public administration, economics, social / human sciences.

Experience:

• A minimum of 4 years of relevant experience in performing office support in national or international organization with Higher Secondary Education or 1 year of relevant experience with Bachelor's degree is required.

Required skills:
Demonstrating/safeguarding ethics and integrity.
Self-development, initiative-taking.
Acting as a team player and facilitating teamwork.

Desired skills:
Ability to use office equipment (Photocopier, scanner, printer etc.) is desired.
Ability to communicate and function effectively and independently in an international, multicultural environment is an asset is desired.
Experience in facilitating meetings and events is desired.