Program Assistant

Job Description

BackgroundUNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.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.II. Background and Organizational ContextUnder the overall guidance of the Assistant Resident Representative - DGU, the Programme Assistant provides Programme support services ensuring high quality of work, ensures accurate, timely and properly recorded/ documented service delivery.III. Position PurposeThe Programme Assistant works in close collaboration with the Management Support and Business Development, Operations, Programme and Project staff in the UNDP Pakistan Country Office, UNDP Asia-Pacific Regional Office and UNDP New York HQ as required to exchange information and support programme delivery.IV. Key Duties and Accountabilities1.) Support to CO Programme

• Collection and presentation of background information on CO programme
• Provision of inputs to preparation of the team results-oriented workplans
• Presentation of information/ documentation for audit of NEX projects
• Preparation of routine correspondence, faxes, memorandums, and reports in accordance with CO SOP
• Extracting, inputting, copying and filing data from various sources
• Maintenance of files in the Programme Unit/ hardcopy and electronic filing of all supporting documentation, project documents
• Assistance in proper control of the supporting documents for payments and financial reports for NEX projects

2.) Support to knowledge building and knowledge sharing:

• Participation in the trainings for the operations! projects staff on programme
• Contributions to knowledge networks and communities of practice
• Keeping repository of unit/projects publications and knowledge products
• Maintaining unit level repository of project cycle documents for audit and assurance

3.) Administrative support to the Programme Unit:

• Administrative support to organization of conferences, workshops retreats and other events
• Collecting and compiling financial data for Unit analysis
• Scheduling/ organizing meetings
• Facilitating missions for operational matters

V. Requirements:Education

• High School Education or Bachelor Degree

Experience, Knowledge, and Skills

• High School with 4 years/Bachelor with 1 year of relevant administrative experience
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience of maintaining filing and documentation.
• Experience in providing support in organizing workshops/trainings/etc.
• Experience in handling of web-based management systems.
• Fluency in written and spoken English and Urdu is required.

Expected Demonstration of CompetenciesCoreAchieve Results:LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadlineThink Innovatively:LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsLearn ContinuouslyLEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedbackAdapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleAct with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confidentEngage and PartnerLEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationshipsEnable Diversity and InclusionLEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationPeople Management (Insert below standard sentence if the position has direct reports.)Cross-Functional & Technical competencies Thematic AreaNameDefinitionAdministration & OperationsDocuments and records managementOverall document (hard or electronic) management; registry and retention policy including storing and archivingAdministration & OperationsAdministration & OperationsKnowledge of the ERP Travel and Expense Module; ability to provide help desk support to UNDP and other UN agenciesFinanceBudget managementAbility to support budgetary aspects of work planning process, drawing and management of team budgetsEffective Decision MakingOperational effectivenessAbility to take decisions in a timely and efficient manner in line with one?s authority area of expertise and resourceNegotiation and InfluenceOperational effectivenessAbility to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ?win-win? situationsPlease make sure to fill all the sections in the application form properly and the information provided should be complete and updated before submission of application form. ?Incomplete applications will not be considered for the next phase of recruitment and will be disqualified?DisclaimerImportant information for US Permanent Residents (Green Card holders)Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.Applicant information about UNDP rostersNote: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.Scam warningThe United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

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