The UNODC Country Office for Pakistan (COPAK) is tasked with assisting Pakistan through its recently developed Pakistan Country Programme (2017-20) with a focus on needs related to illicit trafficking and border management, criminal justice and drug demand reduction and HIV/AIDS. To address the need for administrative, finance and logistical management, sub programme II (Criminal Justice) requires the services of a Sub-Programme Associate.
A primary contribution of the position is to ensure the maintenance of budgets and monitor work plans across the assigned Sub-programme. In addition, liaise with the core team in the management of payments and other recurring processes. The effective identification of upcoming payments, procurement, recruitment and other budget-related activities is a key function of the position. He/she will be tasked to support the Advisor and programme staff in administrative matters related to purchase requisitions, asset management, preparing handover documents, following up on nominations, arranging travel and other related logistics and other tasks as assigned. Finally, the sub programme associate must provide administrative advice and to the Sub-programme team and specifically to the Criminal Justice Advisor.
The programme associate will work closely with the Criminal Justice Advisor and programme staff to provide support in implementation of programme activities and coordinating with the country office’s core team and government counterparts. Specifically, the incumbent will be responsible to perform the following tasks:
• Carry out all the administrative activities in support of programme implementation along with providing assistance in logistical arrangements for SP II events such as meetings, training, round tables and conferences;
• Arrange travel and related logistics for sub-programme II team including advisor and programme officers.
• Prepare purchase requisitions for procurement in consultation with SP II team and assist procurement department to invite quotations and make comparison statements related to these procurements;
• Maintain and update inventory records for the SPII; preparing handover documents, submission and follow-up of equipment inventories to Property Survey Board (PSB), manage administrative closing of equipment;
• Maintain proper filing system/inventories;
• Undertake administrative follow-up with national and international partners;
• Maintain a list of addresses/ phone numbers of counter parts and relevant GOP/private organisation’s officials;
• Maintain financial disbursements, IOV reconciliation and data quality monitoring systems. Acquisition of budget expense sheet for further planning;
• Maintain financial records for project accounts; Identifies funding gaps in relation to planned outputs and proposes actions to mitigate delays;
• Assist in calculating and compiling costs estimates and projected budget requirements and preparation of budget statements;
• Prepare and process payment requests/travel claims and ensure appropriate documentation and record keeping and liaison with UNDP for payments follow ups;
• Provide support in carrying out routine budget revisions;
• Assist in processing financial claims and facilitate approval through ensuring appropriate documentation and record keeping;
• Keeping the finance columns of activity and task tool SmartSheet up-to-date with accurate financial data;
• Handle all financial matters of training, meetings and conferences organised under the related subprogramme;
• Ensures that deadlines for reports are met; create finance reports as required and ensure scheduled reports are delivered on time;
• Maintain individual project and outcome files;
• Perform any other task(s) assigned or as and when required by the supervisor.
Qualification and Experience
Higher Secondary Shcool Certificate is required. However, Bachelors’ degree in business administration, supply-chain management, programme management, accounting or relevant degree would be preferrable.
6 years of progressively responsible experience is required. Experience in projects/programmes, finance and administration will be preferred.
Experience in project budgeting, payment processes familiarization with procurement and inventory processes
Solid knowledge of MS office tools (Word, Excel and Publisher) with advanced knowledge of MS Excel and MS Access.
Strong problem solving skills – both in person and over the telephone
Excellent interpersonal, verbal and written communication skills in English and Urdu.
Ability to work independently, under pressure and to tight deadlines
Experience with UN rules and procedures is an advantage
Experience with mid-size international organization
Payment Schedule and Rate
The Sub Programme Associate (Criminal Justice) will be issued an Service Contract (SC) in accordance with United Nations rules and procedures. Payment scale will be determined by UNDP recommended rates for SC holders. Travel costs including transportation and DSA for domestic and international travel will be paid by UNODC in accordance with United Nations rules and procedures.