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Fixed Term: Administrative Assistant, GS-5, Lahore, Pakistan IMIS # PAK23028

  • Organization: UNICEF - United Nations Children’s Fund
  • Location:
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

UNICEF Pakistan is looking for a seasoned Administrative Assistant to join the wonderful team in Lahore.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Commitment!

Pakistan was the sixth country in the world to sign and ratify the Convention on the Rights of the Child, less than one year after it was adopted by the United Nations General Assembly in 1989. However, children and adolescents living in Pakistan still face acute challenges. 

UNICEF supports the Government of Pakistan to accelerate progress for children, work to achieve Sustainable Development Goals (SDGs), and help children realize their rights under the Convention on the Rights of Children. This will be made through, among others things, strong partnerships with provincial authorities, teachers and health professionals, frontline workers and social mobilizers, communities and families, and of course, the children and adolescents themselves. 

In particular, UNICEF will work so that:

  • Every child survives and thrives -- being in good health, immunized, protected from polio, and accessing nutritious food.
  • Every child learns.
  • Every child is protected from violence and exploitation and registered at birth.
  • Every child lives in a safe and clean environment, with access to safe drinking water and adequate sanitation. 

To learn more about UNICEF work in Pakistan, please visit the country   website, www.unicef.org/pakistan, and videos on YouTube and Vimeo.

Under the supervision and guidance of the supervisor – operations officer, the Administrative Assistant is responsible for executing a broad variety of routine administrative and security tasks, requiring thorough knowledge of UNICEF administrative and security procedures, processes and policies.

How can you make a difference?

Key functions, accountabilities and responsibilities for the post include;

Budget Monitoring

  • Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Prepares and maintains records, documents and control plans for the budget monitoring of project/programme implementation.
  • Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

Office Planning, Petty cash custodian and FACE forms review

  • Acts as focal point in the review of the completeness of data reports with key monitoring and evaluation information.
  • Coordinating for storage spaces cleaning and management of space. Ensuring premises cleanliness in liaison with Operations officer for premises management.
  • Ensuring that all petty cash vouchers and invoices are available for all admin expenses. Ensuring GL codes, FCs are mentioned on all petty cash vouchers.
  • Ensuring that all signatories have signed the petty cash vouchers.
  • Ensuring all transactions are entered in VISION and send to Operations officer for petty cash posting.
  • Sharing information on  open trip reports with all staff on weekly basis and following up with staff to take action.
  • Follow up with staff to ensure travel authorizations (TA) are certified after travel.
  • Ensuring FACE forms are reviewed for data accuracy and completeness.
  • Ensuring that for direct cash transfer (DCT) payments. Itemized cost expenditure (ICE) is attached and for DCT liquidations ICE/SOE (statement of expenditures) and Progress activity report (PAR) is attached.
  • Ensuring all relevant signatories have signed the FACE form before sending to Operations Officer for verification.
  • To support for the data gathering and reports compilation. Also, for running generic Operations VISION reports and sharing with Operations officer.

Procurement

  •  Guides managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, supply division and DHR.

 Communications & Workflow

  • Communicates routine and some non-routine information pertaining to the work of the team.
  • Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up to date and accurate. Scanned copies of the financial documents electronically filed after payment processing. Hard copies are also being maintained. Support in updating some of the records for signed copies of Operations Contracts/TORs, Vehicle Insurance, Overtime sheets, etc.

Calendar/Meetings/Correspondence Management

  •  Maintains office calendar and arranges meetings
  • Takes minutes of meetings, ensuring accuracy, attention to detail and coherence.
  • Hotel bookings for incoming missions staff.
  • Arrangement of Refreshments/tea/food for Official meetings in Office.
  • Hotel reservations for event management (Low value staff events).

 Travel

  •  Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
  • Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. 
  • Extracts, inputs, maintains, and verifies correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.
  • Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.
  • Monitors travel certification and report back to the team.
  • TAs are all checked for calculations and reviewed. Follow up done with staff for security clearances.
  • Security clearances are attached in VISION for all TAs
  • All TAs are then sent to Operations officer for posting and for parameters updation to Senior Admin and Finance Associate.
  • Review of travel agent Invoices against the payables posted in VISION. This was mostly done prior to COVID when staff was using air travel.
  • Investigate differences if any and coordinate with posting authority (operations officer) for resolution.
  • Informing concerned for updating payment parameters (Senior Admin and Fin associate) for processing of Invoices upon reconciliation.

 Supplies/Equipment 

  • Supports management of administrative supplies, office equipment, and updating inventory of items.
  • Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
  • Arranges for the purchase and timely distribution of office supplies.
  • Support for the year end asset tagging exercise and the year-end annual physical inventory count preparation for Office and facilitated the assigned counters in carrying out the exercise.
  • Office supplies/stationery management and issuance to staff, replenishment of stock and timely re-ordering of expendible supplies.

Security Focal point for Lahore field office

  •  Ensure that all UNICEF personnel are kept informed of matters affecting their security through established security information sharing, notification systems including emails, Signal messenger, VHF or Satellite phone.
  • Coordinate staff headcounts utilizing the warden system as and when initiated by UNDSS Lahore or as directed by the Operations officer and Chief Field Office.
  • Coordinate field office weekly radio checks and share report with staff members, Operations officer, Chief Field Office and National Security Advisor (NSA) for record.
  • Coordinate police escort (including letters of request) for Punjab (receiving the drafted police escort letters from concerned with their itinerary), share with concerned and follow up with concerned for issuance of police escorts – Arranging the no objection certificates (NOCs)  for Internationals within Punjab traveling within Punjab (for Lahore office NOC is given for internationals residing in Punjab travelling within Punjab as per discussion with MOFA); keeping the Operations officer and  NSA abreast of the process.
  • Inform the Operations officer, CFO (chief field office), CFSA (chief field security advisor), NSA and UNDSS of any security incident involving UNICEF personnel and eligible family members, premises, or assets to Operations officer, CFO, NSA, CFSA and UNDSS. Requesting staff member for the incident report and sharing with Operations officer, CFO, NSA, CFSA and UNDSS.
  • Inform UNICEF personnel of the basic actions to take in the event of any emergency in accordance with the Security Plan.
  • Coordinate with UNDSS to ensure all UNICEF personnel and eligible family members receive a security briefing upon initial arrival in field office.
  • Report all instances of non-compliance with security policies, practices, and procedures in his province to the Operations officer, CFO and CFSA/NSA.
  • Provide oversight for all UNICEF contracted security providers. Send the verification of deployment state of guards for processing of monthly payments.
  • Maintain a list of LFO Security related mandatory trainings at SharePoint (BSAFE, SMT and SRM and SSAFE).
  • Participate in and provide security inputs to UNICEF operational and programme planning. Highlight the physical security requirements requiring upgrade, maintenance at the premises, Vehicle maintenance upgrades, any security training requirements as per the programmatic activities. Ensure security TORs are developed in liaison with and support of NSA for any technical inputs from the engineering perspective and submit to Supply for review.
  • Participate in the Area Security Management meetings convened by UNDSS.
  • Establish contact in the province with UNDSS security advisors.
  • Maintain an appropriate level of confidentiality regarding UNICEF security matters.
  • In an effort to maintain the serviceability of security equipment, coordinate repairs, servicing and routine maintenance of all security equipment at the Field office.    
  • Sharing the security information for any security messages on LFO whatsapp group
  • Ensuring the security warden list is updated on quarterly basis and shared with all staff
  • Ensure the minimum operating security standards  (MOSS) compliance checklist is fully complied with both for office and vehicles.
  • Ensure any observations by NSA on visit to Lahore office, is complied with actions taken and documented and shared with Operations officer, NSA,CFSA and CFO.
  • Providing UNDSS for any security related data requested.
  • Holding monthly meetings with the security company hired for UNICEF Lahore and for sharing any security concerns and giving feedback. Ensuring any site visit done by the security concerned personnel or NSA is accompanied.

To qualify as an advocate for every child, you will have…

  • Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

  • A minimum of 5 years of relevant administrative or clerical work experience is required.

  • Field work experience. Background/familiarity with Emergency situations.
  • Experience working in a UN system agency or organization is considered as an asset.
  • Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS) underpins everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values.

UNICEF competencies required for this post are Demonstrates Self Awareness and Ethical Awareness (1), Works Collaboratively with others (1), Builds and Maintains Partnerships (1), Innovates and Embraces Change (1), Thinks and Acts Strategically (1), Drive to achieve impactful results (1), Manages ambiguity and complexity (1).

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

Life at UNICEF

Working at UNICEF is highly rewarding. With an attractive remuneration package encompassing competitive pay and benefits, a culture that helps staff thrive, and diverse opportunities for personal and professional development, we aim to help you maintain a fulfilling life both at and outside the office.

We make sure you and your loved ones receive the resources and care that you need to thrive. We offer a wide range of benefits to our staff, including reasonable accommodation for persons with disabilities. Our contracts, wellbeing policies, and initiatives ensure that you are well equipped to deliver for children such as effectively;

  • Tax exemption, family allowances, hardship benefits, 10 UN holidays and annual leave allowance, maternity, paternity, adoption leave, medical and dental insurance, pension, etc.
  • Career support, staff wellbeing program, breastfeeding policy, flexible work arrangements, childcare room, family support, policies & initiatives, security etc.
  • UNICEF strongly encourages the use of flexible working arrangements. 

UNICEF is here to serve the world's most disadvantaged children, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to including everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

UNICEF is here to serve the world’s most disadvantaged children, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to including everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

  • Verified educational certificates/HEC Attested Degrees are a pre-requisite for employment at UNICEF. During the recruitment process, candidates will be required to present HEC-attested degrees/certificates.
  • Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
  • UNICEF's active commitment to diversity and inclusion is critical to delivering the best results for children. For this position, eligible and suitable female candidates will be prioritized.
  • UNICEF appointments are subject to medical clearance.  Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if medical clearance is not obtained, or necessary inoculation requirements are not met within a reasonable period for any reason.

 

This vacancy is now closed.
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