Associate Administrative Advisor - LICA 9

The goal of this job function is provide day-to-day administrative and operational support to the ITC project team.

Islamabad, Pakistan

One year, with possibility of extension

BACKGROUND: ITC will implement Pakistan Punjab Textile project through an ITC-led component focused on training, document development and offline support for textile and clothing enterprises in Punjab. The project will support enterprises through training, coaching and advisory support on sustainability standards, certification requirements, buyer expectations, environmental and social compliance, circularity, chemicals management, lean manufacturing and market linkages. The Administrative Officer will provide day-to-day administrative and operational support to the ITC project team. RESPONSIBILITIES: Under the supervision of the Programme Advisor, the Associate Administrative Advisor will: 1. Administration and Operations • Support administrative and operational activities of the Project Management Unit and field offices to ensure effective service delivery and business continuity. • Maintain administrative records, filing systems, correspondence, and documentation; coordinate visa processes, administrative clearances, and protocol requirements for official missions. • Support asset and inventory management, including periodic physical verification exercises. • Liaise with headquarters, field offices, government counterparts, service providers, and other stakeholders to facilitate operational support services. • Support the implementation of administrative procedures, internal controls, and operational practices. 2. Procurement and Contract Administration • Support procurement activities for goods and services in compliance with organizational and donor rules and procedures. • Prepare and process procurement documentation, including RFQs, ITBs, RFPs, purchase requisitions, and purchase orders. • Support procurement planning, bid evaluations, contract administration, and maintenance of procurement records. • Maintain supplier databases and procurement-related information in ERP systems and support reporting, cost recovery, and compliance activities. • Liaise with headquarters, the Legal Department, and relevant procurement networks on procurement matters. 3. Budget and Finance • Assist in the preparation, monitoring, and reporting of project budgets and General Operating Expenditure (GOE). • Monitor expenditures, prepare forecasts, reconciliations, analyses, and periodic financial reports. • Process payments and verify claims, invoices, travel expenses, and reimbursement requests in compliance with applicable procedures. • Support treasury, petty cash, reimbursement, and financial authorization processes, and maintain financial records in ERP systems. • Facilitate financial coordination between headquarters, project offices, and relevant stakeholders. 4. Human Resources Administration • Coordinate consultant recruitment and engagement processes in accordance with established policies and procedures. • Provide advice on recruitment procedures, documentation requirements, and administrative processes. • Draft Terms of Reference (TORs), prepare recruitment and consultant engagement documentation, and process related transactions. • Liaise with headquarters on consultant administration and recruitment-related matters. 5. Travel and Logistics • Coordinate official travel and logistical arrangements for staff, consultants, experts, and mission personnel in accordance with applicable policies and procedures. • Prepare and process Travel Requests, review travel expense documentation, and support reimbursement processes. • Arrange travel, accommodation, transportation, vehicle services, and related logistics for missions, workshops, and meetings. • Liaise with travel agencies and service providers, maintain travel records, and provide guidance on travel procedures and entitlements. • Provide logistical support to headquarters staff, consultants, and experts undertaking official missions. 6. Security Coordination • Serve as the designated Security Focal Point and support compliance with UNDSS security requirements and organizational procedures. • Disseminate security advisories, support security briefings, and maintain security-related records and reports. • Support security compliance, incident preparedness, business continuity arrangements, and security-related support for official missions and travel. 7. Coordination, Reporting and Partnerships • Participate in inter-agency operational meetings and working groups, as requested. • Support coordination with UN agencies, government counterparts, implementing partners, and service providers on administrative and operational matters. • Prepare operational reports, briefings, statistics, and other documentation, and support knowledge-sharing and capacity-building initiatives. • Monitor assigned operational activities and perform other related duties as required. Copyright : The personnel has to ensure that s/he has obtained the necessary permissions with regard to intellectual property rights required to perform his/her services under this consultancy contract and for the subsequent dissemination by ITC in any form. Documentary proof is to be submitted to ITC. Should any license fee be due for the use of copyrighted materials of third parties, the Consultant shall request the prior written permission from ITC. S/he has further to ensure to obtain accreditation to event(s), if required.

EDUCATION Advanced university degree (Master’s degree or equivalent) in in business administration, economics, public administration, finance, management, development studies or a related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. EXPERIENCE: A minimum of two years of experience in administration, finance, accounting, human resources management or related area. Experience in programme or project administration, technical cooperation or related area. Experience working within the United Nations system Experience working with enterprise resource planning (ERP) systems. COMPETENCIES: Professionalism: Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and online collaboration platforms. Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Fluency in English and Urdu is required

This contract will be administered on behalf of ITC by UNOPS. This vacancy is open for locally residing Pakistan nationals. Applicants must be authorized to work in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.