Programme Assistant Rule of Law (UNODC)

Background

The United Nations Office on Drugs and Crime (UNODC) Country Office for Pakistan (COPAK) is tasked with assisting Pakistan through its Country Programme III (CPIII) 2022 – 25 with a focus on needs related to illicit trafficking and border management, criminal justice and drug demand reduction and HIV/AIDS. COPAK has developed a programme of actions that include outcomes in Criminal Justice. Under Criminal Justice component, UNODC is providing support to the Rule of Law institutions of Pakistan in multiple areas; Police, Prosecution, Judiciary, Prisons etc. The outcomes deal with effective law enforcement services, prosecution and adjudication of criminal cases and effective management of prisons with a series of activities including training, providing equipment, study tours, compiling data on trends and monitoring and evaluation. All these activities are designed to increase the capacities of government agencies and other stakeholders. COPAK requires the services of Programme Assistant to support and coordinate the implementation of the criminal justice and legal reforms programme along with the relevant Programme Officers under SPII.

ASSIGNMENT OBJECTIVE
A primary contribution of the position is to ensure the maintenance of budgets and monitor work plans across the assigned Sub-programme. In addition, liaise closely with the Programme Associate and 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, Programme Associate 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. Finally, the Programme Assistant must provide administrative advice to the Sub-programme team and specifically to the Programme Associate.

Duties and Responsibilities

 

The Programme Assistant will work closely with the Programme Associate and Criminal Justice Advisor to provide support in implementation of programme activities and coordination with the CoPAK and government counterparts. Specifically, the incumbent will be responsible to perform the following tasks:

1. Carry out all the administrative activities to support the programme implementation along with providing assistance in logistical arrangements for SPII events such as meetings, training, round tables and conferences;
2. Arrange travel and related logistics for SPII team including the advisor, programme officers and consultants.
3. Prepare purchase requisitions for procurement in consultation with SPII team and assist procurement department to invite quotations and make comparison statements related to these procurements;
4. Maintain and update inventory records for the SPII; preparing handover documents, submission and follow-up of equipment inventories to Property Survey Board (PSB), manage administrative closing of equipment;
5. Maintain proper filing system/inventories;
6. Undertake administrative follow-up with national and international partners as and when required;
7. Maintain a list of addresses/phone numbers of counter parts and relevant GOP/private organisation officials;
8. Maintain financial disbursements, IOV reconciliation and data quality monitoring systems.
9. Acquisition of budget expense sheet for further planning;
10. Maintain financial records for project accounts;
11. Assist in calculating and compiling costs estimates, projected budget requirements and preparation of budget statements;
12. Prepare and process payment requests/travel claims and ensure appropriate documentation and record keeping;
13. Provide support in carrying out routine budget revisions;
14. Assist in processing financial claims and facilitate approval through ensuring appropriate documentation and record keeping;
15. Handle all financial matters of training, meetings and conferences organised under the related SPII;
16. Ensure that deadlines for reports are met; create finance reports as required and ensure scheduled reports are delivered on time;
17. Maintain individual project and outcome files;
18. Perform any other task(s) assigned by the supervisor.

EXPECTED DELIVERABLES

1. Develop workplans in consultation with Programme Associate, relevant Programme Officers and Advisor
2. Reporting on progress in house as well as quarterly, semi-annual and annual reporting (financial) in consultation with Finance
3. Travel plans according to the schedule of programme officers and Advisor in consultation with Programme Associate
4. Record keeping (in hard and soft form) and provide updated status to the programme officers and Advisor
5. Organize meetings, trainings, workshops etc with relevant Government ministries and agencies
6. Follow up on nominations, meetings, commitments etc in house and with the Government counterparts

 

Competencies

 

 

Required Skills and Experience

 

Education:

• BBA, Supply chain management, programme management, accounting or other relevant academic fields

Experience:

• A minimum of a High School Certificate in business administration, supply-chain management, programme management, accounting or relevant degree.
• 4 years of progressively responsible experience is required. Experience in projects/programmes, finance and administration will be preferred.
• Experience in programme management, project budgeting, payment processes familiarization with procurement and inventory processes
• Experience of liaison with national counterparts; particularly provinces.

Disclaimer

 

UNODC provides equal opportunity to all qualified female & male including the physically challenged candidates.
UN is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UN does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo reference and background checks.