Project Assistant

United Nations Development Programme (UNDP)
Full time Full day
Islamabad
Job Identification


17171




Locations



    Islamabad, Pakistan





Posting Date


03/22/2024, 03:42 AM




Apply Before


03/28/2024, 12:59 PM




Job Schedule


Full time




Agency


UNDP




Grade


NPSA-4




Vacancy Type


National Personnel Service Agreement




Practice Area


Governance




Bureau


Regional Bureau for Asia and the Pacific




Contract Duration


1 Year with Possibility for extension




Education & Work Experience


Bachelor's Degree - 1 year(s) experience OR High School certificate- 4 year(s) experience




Required Languages


English and Urdu




Vacancy Timeline


1 Week








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.







The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.


The Reforms and Innovation in Government for High Performance is a governance-oriented project working since 2015. The project is currently into its second phase and is supporting execution of well-considered reform strategies and bringing about systemic improvements leading to efficiency, effectiveness and accountability in public sector. Through key outputs including performance driven management, evidence-based decision making and anticipatory governance, the project contributes towards social and economic uplifting and improved resilience of citizens of Pakistan including its marginalised communities and women. The project also supports digital and innovative solutions for institutional strengthening, civil service reform and inclusive policy making.


The project works with its key partners including federal and provincial governments, international development agencies and private sector. Its scope extends to development across Pakistan in view of its focus on and collaboration with vital public sector institutions like Ministry of Planning, Development and Special Initiatives (MoPDSI), Prime Minister Office, Federal and Provincial Ministries and National School of Public Policy along with several corporate entities, civic bodies and civil society. Key beneficiaries will include general population, marginalized communities, civil servants, policy makers and political leadership.


Under the guidance and direct supervision of the National Project Manager, Reforms & Innovation in Government for High Performance, the Project Assistant will provide support and administrative services for effective project implementation, in accordance with UNDP rules, policies and procedures.








Duties and Responsibilities







The Project Assistant will play a vital role in providing comprehensive administrative support to the project implementation team. Reporting directly to the National Project Manager, the Project Assistant will be responsible for assisting in various operational, administrative, IT, and protocol processes to ensure the smooth execution of project activities. Additionally, the Project Assistant will maintain an organized repository of all project records to facilitate efficient information management





Provide effective operational support for smooth project planning and implementation:



  • Manage travel arrangements, logistics, and accommodations for project staff and participants.

  • Coordinate procurement processes and liaise with vendors for goods and services as required.

  • Provide logistical support for project-related activities, including venue booking, equipment setup, and catering arrangements.

  • Assist in the implementation of project activities, ensuring compliance with project timelines and objectives.

  • Assist in the preparation and dissemination of project-related communications, including emails, memos, and reports.

  • Coordinate with project suppliers to facilitate smooth collaboration and communication.


Provide general administrative support to ensure smooth running of project activities:



  • Maintain project documentation and correspondence, ensuring accuracy and completeness.

  • Maintain an organized repository of all project records, both physical and electronic, for easy access and reference.

  • Assist in the preparation of project reports, presentations, and other deliverables as required.

  • Provide general administrative support to project staff, including scheduling meetings, managing calendars, and handling correspondence.


Provide appropriate and required protocol support to the project team :



  • Assist in coordinating protocol processes for project events, including guest invitations, VIP arrangements, and protocol briefings.

  • Ensure compliance with protocol guidelines and standards in all project-related activities and interactions.

  • Coordinate with relevant authorities and agencies to obtain necessary permissions and clearances for project activities.


Support knowledge building and knowledge sharing relevan to the assigned project:



  • Participate in training on internal procedures for the project staff and provide support to the organization of training and other capacity building activities as needed.

  • Make sound contributions to knowledge networks and communities of practice.

  • Maintain organized records of project data, field activities, case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy



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







Competencies


Core competencies:



  • 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:



Business Management


  • Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making


Business Management



  • Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed


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.


Business Management



  • Communication: Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels.



Business Development



  • Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need


Technical - Finance



  • Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets


Administration & Operations:



  • Event Management (including retreats, trainings and meetings): Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.




Required Skills and Experience








Education:






  • Secondary education is required, or

  • University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

  • HEC verified degree(s) is a pre-requisite for recruitment at UNDP Pakistan.







Experience:






  • Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant progressively responsible administrative/management experience is required at the national and/or international level.

  • Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems such as ERP, and advanced knowledge of spreadsheet and database packages is required.

  • Experience of reviewing and editing documents and producing meeting reports identifying key actions is highly desired

  • Experience in in working with UN/UNDP or international organizations is a strong advantage;

  • Knowledge of and familiarity with the UN/UNDP project operations would be an added advantage;

  • Operating knowledge of Quantum would be an added advantage;

  • Experience in organizing events, trainings and workshops is desired.

  • Experience on working on respective field and working with government and external stakeholders will be an asset.







Required Languages:


  • Fluency in English and Urdu is required.



Disclaimer









Important 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 rosters







Note: 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







Non-discrimination








UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles







UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status








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