Management Assistant

The Special Programme is part of the sub-programme on chemicals and wastes in UNEP’s Programme of Work to support institutional strengthening at the national level to enhance the implementation of the Basel, Rotterdam, and Stockholm Conventions, the Minamata Convention, and the Strategic Approach to International Chemicals Management (SAICM). It specifically addresses expected accomplishment (a) that countries increasingly have the necessary institutional capacity and policy instruments to manage chemicals and waste soundly including the implementation of related provisions in the multilateral environmental agreements (MEAs).
The objective of the Project is to support country-driven institutional strengthening at the national level, in the context of an integrated approach to address the financing of the sound management of chemicals and wastes, taking into account the national development strategies, plans, and priorities of each country, to increase sustainable public institutional capacity for the sound management of chemicals and wastes throughout their life cycle. Institutional strengthening under the Special Programme will facilitate and enable the implementation of the Basel, Rotterdam, and Stockholm Conventions, the Minamata Convention, and the Strategic Approach to International Chemicals Management (SAICM).

The first session of the United Nations Environment Assembly (UNEA-1), in June 2014, in resolution 1/5 on Chemicals and Waste, further adopted the terms of reference for a Special Programme, to be funded by voluntary contributions, to support institutional strengthening at the national level to enhance the implementation of the Basel, Rotterdam and Stockholm conventions, the Minamata Convention on Mercury and the Strategic Approach to International Chemicals Management (SAICM).
 

The Special Programme is one of two complementary elements of dedicated external financing under the integrated approach, with the GEF being the other element.

Following the third call for applications, the Government of Pakistan submitted its application for funding from the Special Programme Trust Fund to strengthen its capacities for national implementation of chemicals and waste-related international agreements. The Executive Board of the Special Programme, at its fourth meeting held from 29 to 31 January 2019 in Geneva, Switzerland, approved the application submitted by Pakistan. 

Eventually, the Ministry of Climate Change and United Nations Environment Programme (UNEP) has recently signed the project titled “Strengthening of National Legislation and Capacity Building of Stakeholders for Sound Chemicals and Hazardous Waste
Management in Pakistan”. The main objectives of this project are:

1. Capacity building and training of stakeholders for sound Chemical & Hazardous Waste Management (C&HWM) in Pakistan.
2. Develop national C&HWM policy and regulations (including standards, regulation, labeling, licensing, penalties, and bans for transport, marketing, processing, and production).
3. Sensitization of the Federal Board of Revenues (FBR) for updating their HS coding and GHS for chemicals and linking them to the SAICM 2020 goal.
4. Establishment of a national specialized directorate on C&HWM in Pakistan.
5. Development of specific guidelines for the integration of C&HWM issues/priorities in national developmental budgets, policies, plans, and other broad-level decision-making processes and implement them under the jurisdiction of the specialized directorate for C&HWM in the future.
    

Under the direct supervision of the Project Focal Point and overall collaboration with the Project Technical Officer, the Management Assistant will provide support to the smooth implementation of the project and will ensure delivery against project targets and supporting reporting and process facilitation. Management Assistant will be hired as a full-time project staff member for the duration of the project and will primarily support and report to the Project Focal Point.

The duties of the Management Assistant will include but not necessarily be limited to the following
specific responsibilities to the above objectives of the project:
 

1.Event organization and documentation

• Support the preparation and coordination of workshops, training meetings, and other activities including invitation of participants, and assure confirmations of all participants.
• Coordinate to arrange suitable venues & rooms for participants in all Programme activities.
• Cooperates in concerning the visits and journeys of project team members including the arrangement of cars, flights, and hotel bookings, etc.

2. Technical Assistance

• Preparation, submission, and processing of all project activities payments (DPR) to the UNDP
  finance department according to UN rules and procedures.
•  Keep accurate and up-to-date records and documents with respect to all expenditures.
•  Ensure that all expenditures conform with the provisions of the Project Document.
•  Supports the preparation of budget planning for projects updating it regularly.
•  Prepare Financial Reports on an annual basis and as when required by UNEP.
•  Supports the development of activity plans and updates.
• Maintain proper supporting documentation including original invoices, bills, and receipts pertinent to the transaction.
•  Communicate with others including (verbal, phone, e-mail-correspondence, issuing of letters etc.)
• Provide relevant data to the team members, if required
• Keep record up-to-date for all documents (as soft-copy and as hard-copy)
• Arrange and coordinate appointments, dates of project activities, etc.
• Supports the time management of the project including calendar and budget planning etc.

3.Support to other administrative processes
 

•  Conduct administrative support functions in relation to staff, office premises, internet, furniture, and equipment.
• Work and coordinate closely with the program team to ensure timely and well-administrated missions, meetings, events, etc.
• Supports the preparation of presentations for various occasions.
• Keeps record of all component activities
• Keep files up to date in all respects (including table of contents, page numbers, labeling, etc.)
• Maintain inventories of non-expendable items of furniture, equipment, and documents
• Arrange all necessary stationery and other consumable supplies.
• Provide general office support services to help ensure the smooth functioning of the office including necessary bookings and reservations as required.

1.Qualifications

• Secondary Education is required Or University Degree in Human resources, Finance, accounting, business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
   

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience in administration or programme support services.

3.Skills

• Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP is an asset. 
• Experience working with the Ministry of Climate Change, UNDP, or another UN agency would be an asset.
• Understanding of UN rules and regulations is desirable.
• Previous experience in UNEP-funded projects is an added advantage.

4.Language Requirements:

•  Proficiency in English and Urdu is required.

5.Other Skills and Requirements:
 

• Ability to support all kinds of management processes.
• High level of interpersonal skills to facilitate collaborative engagement with program colleagues, partners, and stakeholders