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office and facilities assistant

2 weeks ago

Peshawar, Khyber Pakhtunkhwa, Pakistan ROZEE Full time 200,000 - 300,000 per year

Background:

The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. UN-Habitat has been a partner with the number of ministries at national and provincial levels, development partners, civil society organizations and academia.

UN-Habitat Pakistan Country Programme Pakistan, lays down the roadmap for achieving the New Urban Agenda focusing on right to adequate housing, universal access to safe and affordable drinking water and sanitation and other basic services, sustainable economic growth, building resilience and protection and conservation of natural habitat as well as Sustainable Development Goals (SDGs) particularly SDG11 aiming to make cities and human settlements inclusive, safe, resilient, and sustainable. The Country Programme is aligned with the Pakistan United Nations Sustainable Development Framework (UNSDF One UN Programme (OP-III).

UN-Habitat is committed to the transformative goal of "Leaving No One Behind" with focus on enhancing access to adequate housing and basic services to promote inclusive prosperity and eradicate poverty and signed an agreement of contribution with government of Netherlands to implement a project in the five cities (Haripur, Kohat, Peshawar, Karachi and Quetta) with Afghan refugee's concentration to empower and support both communities in selected settlements by promoting inclusive and sustainable urban development that prioritizes issues relating to housing and overcrowding, tenure insecurity, infrastructure, basic services and living conditions, economic opportunities, social cohesion and integration and improved living conditions, including preventing gender-based violence.

Objectives:

The role of 'Office and Facilities Assistant' is to provide front-desk support by welcoming visitors, managing inquiries, and maintaining visitor records while ensuring office cleanliness, organization, and office supply management for smooth daily operations. Additionally, assist with administrative tasks, document/mail handling, and basic technical maintenance.

KEY RESPONSIBILITIES.

Provide administrative, logistical, and facility-related support under the guidance of the Provincial Coordinator and direct supervision of the Project Assistant.

A. Administrative Support

  • Serve as the first point of contact for visitors, staff, job applicants, and vendors; maintain a visitor log, direct individuals to appropriate personnel, and provide basic hospitality.

  • Liaise with building management or security staff on visitor access passes and office access cards.

  • Manage routine administrative tasks including answering telephone calls, handling correspondence, maintaining filing systems, and supporting photocopying, printing, and scanning requirements.

  • Maintain an up-to-date contact list of key stakeholders, vendors, and service providers for quick reference.

  • Assist in the preparation and circulation of internal announcements, notices, and schedules.

  • Maintain and update both hard copy and electronic records to ensure accessibility and accuracy.

  • Monitor office supplies inventory and promptly report replenishment needs or equipment malfunctions to the Project Assistant.

  • Assist in the preparation of purchase requests, collection of quotations, and documentation of small procurement transactions.

  • Collect receipts, invoices, and other supporting documentation from vendors for accurate financial record-keeping.

· Prepare simple spreadsheets or tracking sheets for courier dispatches or supply issuance etc.

B. Operations and Facilities Management

  • Ensure cleanliness, organization, and readiness of office spaces, kitchen, meeting rooms, and shared facilities, particularly in the absence of common service support from other UN agencies.

  • Conduct first-level troubleshooting of office infrastructure issues, including internet, electricity, water supply, and sanitation facilities, and coordinate with vendors for timely repairs or maintenance.

  • Support the proper functioning of office equipment and facilities through timely reporting and follow-up on maintenance needs.

  • Oversee the proper use and safe storage of office tools, equipment, and consumables.

  • Assist in setting up new workstations, including furniture, IT equipment, and connectivity.

  • Coordinate relocation or movement of furniture, files, and equipment during office reorganization.

C. Project and Event Support

  • Assist in the logistical arrangements for workshops, meetings, and events, including venue setup, equipment preparation, and distribution of materials.

  • Support the preparation and printing of agendas, participant lists, and event materials.

  • Assist in acquiring and maintaining attendance records, feedback forms, and other documentation for reporting purposes.

  • Provide operational and administrative support for project activities as required.

  • Undertake any other duties assigned by the Provincial Coordinator to ensure smooth office operations and effective project delivery.

Competencies:

  • Promotes UN's values and ethical standards (tolerance, integrity, respect, results orientation, impartiality)
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

REQUIRED QUALIFICATIONS

Education

  • No formal degree or certificate is required; however. Candidates with matriculation or higher will be preferred.

  • Basic proficiency in MS Office will be an advantage.

Experience:

  • At least two years' work experience as office assistant.

  • Some experience in helping to develop filing systems

Language:

Fluency in Urdu required. Fluency in Pashto/Balochi/Sindhi based on duty station will be an advantage.

  • In line with the UN-Habitat policy on gender equity, applications from female candidates are strongly encouraged.
TOTAL POSITIONS

1

POSTED ON

August 20, 2025

EXPIRY DATE

September 4, 2025

BUSINESS

UN-HABITAT

CATEGORY

Administration

JOB TYPE

Full Time/Permanent

MINIMUM EDUCATION

Matriculation/O-Level

CAREER LEVEL

LICA-3 (equivalent to GS-3)

MINIMUM EXPERIENCE

2 Years