Job Title : Administrative Assistant
Location : Peshawar
Company : UN
Salary :
Open Date : 2023-10-18
Close Date : 2024-02-18

Purpose of the post: To provide effective and seamless administrative support to the Polio Eradication Initiative specifically and the country office generally in the areas of administration, procurement, human resources through coordinating the administrative services, oversee that deadlines are met, and timely actions are taken.

Organizational Context: Under the direct supervision of the Technical Officer and the overall guidance of the Medical Officer; the Administrative Assistant is the focal point for all administrative, human resources and procurement responsibilities for the Polio Eradication Initiative (PEI)/Expanded Programme on Immunization (EPI) at provincial office, coordinate and liaise with country offices and other stakeholders. Daily work is performed independently, and non-routine matters are discussed with the supervisor to obtain clearance/views on recommended course of action.

Established procedural and office guidelines are available. The incumbent is expected to exercise considerable judgment and initiative in the application of the guidelines and select an approach to work where precedents do not exist.

The incumbent will perform the following duties:

1. Attend non-technical provincial meetings with representatives from other UN agencies, MOPH, etc. related to procurement, security, and other administrative issues, as required and follow-up on recommendations.

2. Guide and brief all staff and non-staff on WHO rules and procedures; provide on the job training for administrative support staff.

3. Oversee and provide support to provincial HR colleagues in HR issues; coordinate with the HR/PAK on appointments, extensions, and separations for staff and non-staff contract holders etc.

4. Participate in the assessment of needs of the Programme, including forecasting future needs, coordinating recruitment of non-staff contractors, training and staff orientation and implementation of performance management in collaboration with the main Polio Programme Human Resource and Talent Management team.

5. Provide administrative support to the Polio Administration, Logistics and Procurement, Fleet teams for the provincial office of polio program. Ensure appropriate asset management and provide relevant reports to provincial office team leader and operations officer and attend to the repair and maintenance of vehicles.

6. Finalize all administrative and logistics preparations required for the organization of meetings held at provincial level (working groups, seminars/courses, workshops)

7. Guide staff members in the province to process procurement requests (PRs) and travel requests (TRs) using GSM. Follow-up and advise on issuance/extensions of visa’s and UNLPs, security clearances, flight and hotel bookings.

8. In coordination with the federal procurement unit, initiate and process local procurement of goods and services required for operations of the Polio Programme at provincial level, including national training activities and maintain a systematic tracking and follow-up system

9. Coordinate with Field Security Officer and, when appropriate, with the United Nations Department of Safety and Security (UNDSS) and ensure the Minimum Operating Security Standards (MOSS) compliance. Ensure timely reports on security related incidents, dissemination of security and travel advisory information and security briefings and training of staff.

10. Guide on routine communication and memorandums at provincial level; update and maintain good filing system (paper based, electronic and database) of official communication issued and process required approvals and clearances for formalities related to provincial Government. 11. Oversee logistics and fleet at provincial level and supervise pool of drivers.
Competencies:

• Producing results

• Teamwork

• Communication

• Ensuring effective use of resources

• Respecting and promoting individual and cultural differences

Educational Experience:

• Completion of secondary education; training and /or technical courses in business administration/commerce or accounting.

• University degree in business administration, social sciences or related field is an asset.

Professional Experience

• At least eight years’ progressive experience in the area of administration, including experience in HR and/or procurement. Relevant experience in the UN system

NOTE:

• Please make sure to update you P-11 form prior to submit your application. Incomplete or missing

current/past employment information will not be entertained.

· Female applicants having relevant experience are highly encouraged to apply for this position.

Minimum Education: Intermediate/A-Level
Minimum Experience: 8 Years(At least eight (8) years’ progressive experience in the area of administration, including experience in HR and/or procurement. Relevant experience in the UN system)

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