United Nations Office for the Coordination of Humanitarian Affairs (OCHA)
Background and Organizational Context
Heavy rains and a mixture of riverine, city, and flash flooding led to an unprecedented climate-induced catastrophe in Pakistan since June 2022, inflicting widespread fatalities and damaging and destroying private and non-private infrastructure throughout the nation. Rain-induced landslides and floods additionally broken agricultural land and forests, impacting native ecosystems. Round 33 million folks had been affected by the heavy rains and floods based on Authorities estimates, together with practically 8 million individuals who had been displaced.
OCHA has been scaling up its operations since then specializing in its key capabilities of coordination, data administration, useful resource mobilization and advocacy. Accordingly, UNOCHA Administration requires elevated capability and has opened the place of Administrative Associate, GS-6, to strengthen its procurement, bodily stock, HR, and basic administrative capabilities.
Underneath the general steering of the OCHA Pakistan Head of Administrative Unit., the Administrative Assistant will probably be liable for initiating, trans actioning in ERP system, comply with up with companion and recommendation to purchasers and administration on all indicated administrative capabilities listed above.
Underneath the general steering and direct supervision of the Head of OCHA Pakistan Admin & Finance Unit, the Administrative Affiliate offers the general administration and execution of diversified and inter-related operational and logistical actions within the OCHA Pakistan workplace, making certain prime quality and accuracy of labor. The Administrative Assistant promotes a shopper, high quality, and results-oriented strategy.
The Administrative Affiliate works in shut collaboration with the CO and discipline employees, its sub-offices and different UN companies employees to trade data and guarantee constant service supply.
Key Duties and Accountabilities:
Abstract of Key Features:
- Handle with minimal supervision the Supply to Purchase Requisitioning perform, together with the trans-actioning inside the UN ERP system.
- Handle with minimal supervision the enrichment of bodily stock, together with the trans-actioning inside the UN ERP system.
- Coordinate the journey & cargo perform, together with the trans-actioning inside the UN ERP system.
- Present Finances and Finance help.
- Present help for administrative and occasion administration to Nation Workplace and all sub-offices.
- Help to data constructing and data sharing
1.) Handle with minimal supervision the Supply to Purchase Requisitioning perform, together with the trans-actioning inside the UN ERP system, specializing in the achievement of the next outcomes.
- Help the identification of nation workplace necessities for items & providers, incl. lease agreements and MoU’s between UN Businesses
- Provoke related transactions in UN ERP system, incl. creation of BP’s and in full compliance with related UN Guidelines & Laws
- Put together Requisition type and request of citation paperwork,
- Receipt of quotations and analyses all propositions.
- Creation of Buying cart in UMOJA
- Creation of PO for Low Worth Acquisition in UMOJA
- Creation of Service Entry Sheet for cost
- Receipt the Good and Companies in Umoja and bodily.
- Help Vendor for creation of Profile on UNGM
- Managing the seller profile and Replace of Financial institution data in UMOJA
- Upkeep of information integrity within the database, management programme; evaluation of outcomes and initiation of corrective actions when crucial.
- Help in sustaining correct inner management and help the availability of knowledge for inner & exterior audits.
2.) Handle, with minimal supervision, the Enrichment of bodily stock, together with the trans-actioning inside the UN ERP system specializing in achievement of the next outcome:
- Help the well timed administration and data-input of bodily stock for belongings, serialized tools, and non-serialized tools within the UN ERP system, in full compliance with related UN Guidelines & Laws
- Help the yearly bodily stock train & reporting.
- Help the Car Fleet Upkeep
- Immediate reporting and investigation of circumstances of loss, harm, and theft
- Help well timed write-off and disposal of kit verify.
3.) Coordinate the Journey & Cargo perform, together with the trans-actioning inside the UN ERP system, specializing in achievement of the next outcomes:
- Present well timed help to Official Mission, HR, and Entitlement associated journey, in full compliance with the UN Guidelines and Laws
- Present recommendation and options to all purchasers, incl. Senior Administration on visa, diplomatic playing cards, and different entitlements in nation.
- Act because the Journey Administrator for non-UN Secretariat employees
- Help efficient inner management over journey requests, expenditure experiences and budgetary compliance.
4.) Present Finances and Finance help.
- Help in preparation and assessment of supporting paperwork with respect to finalization of value estimates and finances proposals, when it comes to employees and non-staff necessities.
- Help in preparation of fund deployment request.
- Screens expenditures and compares with permitted finances; prepares changes as crucial.
- Opinions requisitions for items and providers to make sure appropriate objects of expenditure have been charged, and availability of fund.
5) Present help for administrative and occasion administration to Nation Workplace and all sub-offices. Specializing in achievement of the next outcomes:
- Keep common contact and undertake want based mostly discipline go to to sub-offices.
- Keep efficient reporting for purchasers and Sr. Administration
- Group and coordination of shipments and customs clearance
- Arranging venue, journey, catering, and resort reservations.
- Course of visa, NOCs, id playing cards and different paperwork.
- Arranging the required stationary provides, tools and so forth.
- Arranging the printable requests, banners, Pana flex and so forth.
- Help with protocol issues, registration of employees, coordination with native authority on area and different administrative issues.
- Supervision of cleansing providers.
- Immediate reporting and investigation of circumstances of car accidents, harm, loss or theft of things; replace and upkeep of car historical past report.
- Analysis and retrieval of statistical knowledge from inner and exterior sources; preparation of statistical charts, tables, and experiences.
6) Help data constructing and data sharing within the CO, specializing in achievement of the next outcomes:
- Coaching/ Advise employees and purchasers on the executive procedures.
- Briefing/debriefing of employees members on points referring to space of labor.
- Sound contributions to data networks and communities of follow.
Obtain Outcomes: LEVEL 1: Plans and screens personal work, pays consideration to particulars, delivers high quality work by deadline.
Assume Innovatively: LEVEL 1: Open to inventive concepts/identified dangers, is pragmatic drawback solver, makes enhancements.
Be taught Constantly: LEVEL 1: Open minded and curious, shares data, learns from errors, asks for suggestions.
Adapt with Agility: LEVEL 1: Adapts to vary, constructively handles ambiguity/uncertainty, is versatile.
Act with Dedication: LEVEL 1: Reveals drive and motivation, in a position to ship calmly in face of adversity, assured.
Have interaction and Companion: LEVEL 1: Demonstrates compassion/understanding in direction of others, kinds optimistic relationships.
Allow Range and Inclusion: LEVEL 1: Recognize/respect variations, conscious of unconscious bias, confront discrimination.
Cross-Useful & Technical competencies
Administration & Operations
Occasions administration (together with retreats, trainings, and conferences): Skill to handle occasions, together with venue identification, lodging, logistics, catering, transportation, and money disbursements, and so forth.
Journey coverage and procedures: Data of journey coverage and procedures; means to interpret journey coverage, the Employees Guidelines, administrative circulars and monetary laws and guidelines on travel-related issues.
Administration of shipments: Data of regulatory frameworks and processes associated to administration of shipments, together with contracting of shipments for employees members who journey on preliminary appointment, reassignment, and repatriation.
Belongings administration: Data of coverage & procedures on PP&E; means to organize monetary statements on PP&E; keep. Asset Administration Module, Asset Dashboard; develop supporting instruments for belongings certification and additional enhancements for AM module; design and run coaching applications, and so forth. on belongings administration and belongings recording; run AP-AM interface; carry out AP-AM-GL reconciliation; carry out analytical assessment of AM experiences and asset data to make sure completeness and accuracy of asset data.
Procurement: Data of coverage and procedures on administrative on-boarding, together with issuance of workplace ID, e-mail handle creation, workplace area, phone extension, Argus profile arrange, issuance of workplace ICT tools
Accounting (Common): Data of accounting ideas, ideas, frameworks, requirements, laws, insurance policies and developments, and skill to use this to strategic and/or sensible conditions.
- Greater Secondary schooling is required or
- College Diploma in Enterprise Administration, Public Administration, or equal discipline will probably be given due consideration, however it isn’t a requirement.
Expertise, Data, and Abilities
- Minimal of 6 years (with highschool diploma) or 3 years (with bachelor’s diploma) of related expertise in administration or programme help providers.
- Expertise of managing of procurement contracts in Worldwide Group is very fascinating.
- Expertise is managing the occasions, conferences, workshops, or trainings is fascinating.
- Expertise of stock/asset administration is fascinating.
- Expertise within the utilization of computer systems and workplace software program packages (MS Phrase, Excel, and so forth.) is fascinating.
- Fluency within the UN language of the obligation station is required.
- Fluency within the nationwide language of the obligation station is required for native employees.
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