Programme Associate

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Description

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Background

The United Nations Office on Drugs and Crime (UNODC) Country Office for Pakistan (COPAK) is tasked with assisting Pakistan through its Country Programme (CP) III (2022-2025) with a focus on Transnational Organized Crime and Border Management, Criminal Justice, Drug Demand Reduction and HIV/AIDS. Sub Programme 1 – “Transnational Organized Crime (TOC) and Border Management” of CP III is designed to focus on areas related to border management, illicit narcotic trafficking, precursor diversion, trafficking in persons and smuggling of migrants, other transnational organized crime and cybercrime while ensuring incorporation of gender sensitivities and human rights in programme activities. SP1 deals with a series of activities including programme planning, training management, procuring/providing equipment, organizing high-profile conferences, regional and international meetings, compiling data on trends, and monitoring and evaluation. All these activities are designed to enhance the technical capacities of the Law Enforcement Agencies (LEAs) in Pakistan and other stakeholders.

UNODC COPAK requires the services of a Programme Associate – SP1, to support and assist the Programme team in effectively delivering high-quality outputs and products and support liaison with the government stakeholders.

Assignment Objectives

The objective of this position is to assist the SP1 Advisor and the Outcome-1 Programme Staff in managing the implementation of activities and tasks under the SP1. He/she will be required to work/liaise closely with the programme staff to facilitate the coordination between governmental and non-governmental stakeholders, whilst ensuring compliance with the UN regulatory framework. The incumbent will 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. The sub programme associate must provide administrative technical support to the Sub-programme team and specifically to the Programme Officers.

Responsibilities

The Programme Associate will undertake the following duties and responsibilities:

• Carry out all the administrative activities in support of programme implementation along with providing assistance in logistical arrangements for SP I events such as meetings, training, round tables and conferences.
• Apply for travel and security clearances for staff and consultants along with necessary UMOJA travel requests and submission of expenses.
• Arrange travel and related logistics for SP I team including advisor and programme officers.
• Prepare purchase requisitions and shopping carts for procurement in consultation with SP I team and assist procurement department to invite quotations and make related comparison statements 
• Maintain and update inventory records for the SP I in UMOJA; prepare handover documents, submission and follow-up of equipment inventories to Property Survey Board (PSB), manage administrative closing of equipment.
• Maintain proper filing system/inventories in UMOJA and otherwise.
• Undertake administrative follow-up with national and international partners.
• Maintain a list of addresses/phone numbers of counter parts and relevant GOP/private organization’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.
• Extract financial reports through UMOJA for reconciliation and other analysis.
• Assist in calculating and compiling cost estimates and projected budget requirements and preparing budget statements.
• Take lead to arrange meetings/workshops/training and arrange nominations and other logistic and administrative arrangements. 
• Prepare and process payment requests/travel claims and ensure appropriate documentation and record keeping and liaison with UNDP for payment 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 organized under the SP I;
• Assist the Advisor and Programme Officers in developing budgets and other costed workplan for donors.
• 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 

• Bachelor’s degree in the field of development studies, project management, public administration, business administration, political science, international relations and social sciences. OR High School with 7 years of minimum relevant experience.
• A minimum of 04 years of proven professional experience in project management and implementation.
• Knowledge and experience working with the GoP, with regards to programme implementation.
• Ability to work under pressure and pay attention to details with tight deadlines.
• Proficiency in the use of information technology (word processing, PowerPoint presentations, spreadsheets and data management and analysis).
• Excellent knowledge of spoken and written English, with good analytical and communication skills. 
• Experience working with an international organization, especially the UN is desirable.
• Experience providing administrative and logistic support to the multinational organization preferably in the UN set up. 

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/21003

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