Operations Assistant

UNDP strengthening  for Peaceful, Just and Inlcusive Societies in Pakistan (Rule of Law Programme) Programme has been supporting the , justice and security institutions in Pakistan. The Programme is funded by the European Union, US-INL and Government of Japan. UNDP Rule of Law Programme (ROL) Programme in Pakistan intends to engage a highly motivated Operations Assistant based at Peshawar to support programme and operations team in implementing ROL activities. 

RoL activities and interventions are aligned with the government strategies and commitment to update and implement the  roadmops and connect to policies and legislative strategies and institutional developments. The three main objectives and interventions therein are not stand-alone objectives but are closely interlinked linked and intended to support each other to ensure sustainable and tangible results both for the Programme beneficiaries. To ensure a sustainable and holistic approach, the interventions under the three strategic objectives to support reform processes to ensure delivery of people-centered justice, enhance access to justice for all, particularly women and less privileged groups and to improve service delivery of the security sector in line with constitutional safeguards and international standards will be closely interlinked.

The Operations Assistant will be responsible to coordinate and ensure able assistance in overall delivery of the Program including provision of high quality professional expertise in operational support including procurement, finance, human resources, logistics and general administration according to UNDP rules and procedures. S/he will be responsible to ensures effective coordination and liaison between the project, democratic governance unit (DGU) and CO operations units in facilitating proper follow up on processes and completing required documentation for timely completion of assigned tasks. 

While directly reporting to the Manager Operations & Finance, s/he will work closely with the Rule of Law Programme team on the smooth implementation of project activities.

Duties and Responsibilities

• Ensures coordination with CO Procurement unit and facilitate Project procurement team in all project procurements:
• Assisting in the complete management of procurement contracts.
• Conduct local market surveys and prepare procurement requests in accordance with UNDP procurement guidelines by providing accurate information on prices, specifications, freight and source of local manufacturers/authorized dealers/ suppliers.
• Assists project operations team in procurement activities in close coordination with CO procurement unit and Democratic Governance Unit
• Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal cont, proper functioning of a client-oriented procurement management system.

Organizes procurement processes for the project focusing on achievement of the following results:

• Assist Project Procurement Officer in preparation of procurement plans for the project and their implementation.
• Assist Project Procurement Officer in preparation of cases for submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Weekly updates on the status of procurement and contractual agreements.
• Timely identification of potential bottlenecks and issue

Ensures organization of logistical services focusing on achievement of the following results

• Managing field missions for RoL staff, expediting travel authorizations, follow up on NOC processes and timely submission of complete documentation for staff travel
• Responsible to deal with all logistical and administrative matters of the workshops, meetings, conferences and seminars with the close coordination of Procurement Officer.
• Manage micro purchases request from the programme team under the guidance of Procurement Officer
• Assist in maintenance of project inventory records, coordinating with common services unit at the sub office with regards to all administrative issues at project office in Peshawar

Perform internal control testing and pre-audit of all payments processed by the Project

• Perform detailed review of invoices received at the Rule of Law Programme , liaise with the relevant spending focal person for any clarifications and prepare the Payment request in DocuSign / other relevant payment forwarding portal for relevant approvals and signatures.
• Prepare and review documentation for processing of payments ensuring correctness and completeness of requirements for input to the system including propriety of charge codes, validity of contracts, leases or agreements, etc.
• Maintains vendor payment details on a regular basis for purposes of vendor payment reconciliations and follow ups.
• Review payments/claims of staff and other service providers and ensure on time settlement of claims as per the UN rules and regulations
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Skills and Experience

Education:

• Secondary education (12th grade) is required.
• University degree (Bachelor´s Degree) in Management, Social Sciences or related field will be given due consideration but is not a requirement.
• Additional certification in procurement (CIPS) will be considered an asset.

Experience:

• Minimum 5-years (with secondary education) or 2 years (with bacherlor´s degree) of relevant experience in finance,  procurement, administration or related area at national or international level

Required skills and competencies: 

• Proven experience of handling/supporting operations, finance and procurement  function of development organization/INGO is an asset.
• Demonstrated experience of handling/supporting Administrative/operational activities/work of development projects is an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.,) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
• Proven ability to meet deadlines, problem solving skills and work under pressure.
• Experience providing project support and/or coordination of activities with UN agencies and/or other donor or international organizations is an asset.;
• Ability to work in a team and cross-cultural environment.
• Desired additional skills and competencies:
• Familiarity with UN/UNDP financial and procurement policies and procedure is an added advantage.
• Familiarity with IPSAS / IFRS is an advantage.
• Required Language(s) (at working level):
• Fluency in English and Urdu is required.
• Knowledge of another local language will be an advantage.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/20896