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Project Assistant

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Industry:
N.G.O./Social Services
Category:
Project Management
Total Position:
1
Job Type:
Service Contract (SC) ( First Shift (Day) )
Department:
UNWOMEN
Job Location:
Quetta
Gender:
No Preference
Minimum Education:
Matriculation
Degree Title:
Completion of secondary education is required. Bachelors degree in Social Sciences, Business or Public Administration or related field is an asset.
Career Level:
SB-3/1
Minimum Experience:
5 Years(5 years of progressively responsible experience in working with teams.)
Apply By:
Nov 27, 2020
Posted On:
Nov 13, 2020
Job Description

 

Under its Humanitarian Action Programme, UN Women will be implementing a joint project with the support from the Central Emergency Relief Fund (CERF) entitled Identification and redressal of GBV in refugee and host populations through community-based mechanisms in Pishin and Quetta in Balochistan. The project aims to ensure availability of essential GBV services for survivors by addressing gaps in GBV response created by the government’s changed priorities and reallocation of resources to other services by strengthening existing government facilities and support mechanisms for GBV prevention and response.

 

 

 

Under the guidance and supervision of the Portfolio Manager EVAW, GOV and HR, the Project Assistant based in Balochistan will support the project operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Project Assistant will promote a client, quality and results-oriented approach.

 

 

 

The Project Assistant will with and provides support to the members of the Project Team in the development and implementation of the project. The Project Assistant will provide effective support and assistance to the team to ensure smooth project implementation in line with UN Women rules and regulations. 

 

 

 

Summary of Key Functions:

 

 

 

·        Project Management Support

 

·        Financial Management Support

 

·        Administrative Support

 

·        Support resource mobilization

 

·        Support knowledge building and knowledge sharing

 

 

 

 

 

1.    Programme Management Support 

 

 

  • Provide programme and administrative support to the project team in the preparation of various project documents, such as work plans, budgets, reports and proposals on project implementation arrangements.

 

  • Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the project team.
  • Identify sources and gather and compile data and information for the preparation of documents, guidelines, and other material as required.
  • Undertake monitoring visits to the project districts periodically to assess the project implementation activities.  

 

  • Assist the programme team in reviewing and preparing documentation on the procurement of goods and services, and support contract tracking.

 

  • Help the team in providing guidance to the country and project offices on routine implementation of the project, tracking use of financial resources.

 

  • Support the implementation, monitoring and reporting of all activities under CERF project, in compliance with donor’s administrative, legal and procedural requirements
  • Maintain coordination with all project partners including government stakeholders and within UN for effective implementation of project activities

 

  • Assist the Head of Sub office in formulating the contractual agreements under the CERF program in Balochistan.

 

 

 

2.    Financial Management Support   

 

 

 

  • Use Atlas to prepare required budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of the project.

 

  • Create requisitions in Atlas for receipt of goods and services, including making budget check for requisitions, POs and vouchers.

 

  • Support the programme team in the financial management of the project.

 

  • Organize, compile and process information from the donor as well as from the programme team  and keep track of the information through databases and e-filing.

 

  • Support the programme team in the tracking of and reporting on mobilized resources.

 

 

 

3.    Administrative Support to the Project Team

 

 

 

  • Provide administrative support to the project team in the organization of events, meetings and workshops, etc.

 

  • Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.

 

  • Draft non-substantive correspondence.
  • Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.

 

  • Create and maintain files of correspondence/documents and electronically received information and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.

 

  • Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.

 

  • Prepare and compile information, meeting notes, notes for file regarding all project activities and coordination meetings with government stakeholders.
  • Contribute to preparation of the project regular and specific narrative reports, as per donor’s requirements; including overseeing compilation of briefings and background information requested by the management, donor, Government.

 

CORE VALUES / GUIDING PRINCIPLES

 

  • Integrity: Demonstrates consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

 

  • Professionalism: Demonstrates professional competence and expert knowledge of the pertinent substantive areas of work.

 

  • Cultural sensitivity and valuing diversity: Demonstrates an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrates an international outlook, appreciating differences in values and learning from cultural diversity.

 

 

 

 

 

CORE COMPETENCIES

 

 

 

  • Ethics and Values: Demonstrates and safeguards ethics and integrity.

 

  • Organizational Awareness: Demonstrates corporate knowledge and sound judgment.

 

  • Development and Innovation: Takes charge of self-development and takes initiative.

 

  • Work in teams: Demonstrates ability to work in a multicultural environment and to maintain effective working relations with people of different national and cultural backgrounds.

 

  • Communicating and Information Sharing: Facilitates and encourages open communication and strives for effective communication.

 

  • Self-management and Emotional Intelligence: Stays composed and positive even in difficult moments and handles tense situations with diplomacy and tact.

 

  • Conflict Management: Addresses conflicts proactively, striving for mutually acceptable solutions.

 

  • Continuous Learning and Knowledge Sharing: Actively works towards continuing personal learning and development, and applies newly acquired skills.

 

  • Appropriate and Transparent Decision Making: Demonstrates informed and transparent decision making.

 

 

 

 

 

FUNCTIONAL COMPETENCIES:

 

 

 

  • Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the programme team, including logistical support.

 

  • Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.

 

  • Ability to organize and complete multiple tasks by establishing priorities.

 

  • Ability to handle a large volume of work, also under time constraints.

 

  • Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly.

 

  • Ability to administer and execute financial processes and transactions.

 

  • Ability to manage data, documents, correspondence and reports information and workflow.

 

 

 

Recruitment Qualifications

 

 

 

Education:

 

Completion of secondary education is required. Bachelors  degree in Social Sciences, Business or Public Administration or related field is an asset.

 

 

 

Experience:

 

  • 5 years of progressively responsible experience in working with teams.

 

  • Experience in working in a computer environment using multiple office software packages. Experience in working with ATLAS is an advantage.

 

  • Work experience in administrative support of development programme/project is an advantage.

 

  • Work experience within the UN system is an asset.

 

 

 

Language Requirement:

 

  • Fluency in English and Urdu is required.

 

  • Working knowledge of another local language (Pashto, Balochi, Brahvi) is an asset.

 

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