Administration Clerk United Nations Office for Project Services Experience: 3 to 5 Years Islamabad, Pakistan Apply By: 18-08-2024

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Job Description

Background Information – Job-specific

The project aims to enhance the operational preparedness and effectiveness of law enforcement personnel in Pakistan through the construction of simulation training facilities that replicate real-world urban environments. These facilities will provide immersive, practical training experiences and improve officers’ decision-making and tactical skills. The project will be managed by UNOPS and involve collaboration with key stakeholders to ensure successful implementation.

The simulation training facilities will consist of a mock city, mine garden, classroom, and paintball operations area. The mock city will replicate urban environments with buildings, streets, and public spaces, allowing officers to train in urban operations. The mine garden will simulate real-life minefield scenarios for practical experience in mine detection and disposal. The classroom will serve as the central hub for theoretical instruction, debriefings, and strategy sessions. The paintball operations area will simulate tactical combat scenarios to enhance officers’ understanding and strategic planning capabilities.

The project will be managed by UNOPS in close coordination with key stakeholders such as the respective Police Departments and Donor. A Project Board will be established to ensure robust internal controls and effective management of the project. The project will also incorporate sustainability measures, gender mainstreaming, and adherence to quality standards.

Functional Responsibilities

Under the direct supervision of the Senior Administrative Associate, the Administration Clerk will provide travel and clerical support to the project team. The incumbent is expected to perform the following duties and responsibilities:
Arrangement of travel for the project staff including but not limited to booking flights, accommodation, vehicles, logistical arrangements for the project events and activities. Where necessary, submit travel authorization requests in UNOPS ERP and apply for security clearance for the mission.
Coordination with project team travellers and suppliers for Verification of project invoices, raising requisitions for the action of the procurement team, registering suppliers in UNOPS ERP, creating receipts, raising payment requests and coordination with the Finance team and suppliers for payment.
Keeping a record of receipt and release of bank guarantees and coordination with the relevant teams and suppliers to receive and/or release the bank guarantees.
Organising project records in Google Drive and keeping them up to date.
Assist in coordination with other UN Agencies, donors and government departments for collecting required information for the project activities
Assist in arranging various official project meetings in the premises, preparing folders and/or any branding material for distribution.
Assist the supervisor in keeping record of lease inventory and assets under the project.
Assist in maintenance of a stock control and supply system for the project
Timely coordination for extension of any administrative and/or ICT services under the project.
Timely processing of incoming and outgoing mail of the project and distribution as appropriate; packing envelopes, writing addresses and mail disbursement in coordination with the courier company.
Photocopying, scanning of documents, punching and binding reports.

Education/Experience/Language requirements

Education& Experience :

Secondary School Education is required.
Higher education can be considered in lieu of years of experience
3 years experience in clerical support/basic office management is required
Basic IT Skills and experience in using computer applications, spreadsheets, documents is required.
Experience in administrative services is an added advantage.
Experience in using ERP is highly desirable

Language Requirements: