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Background

Under the overall guidance of the Assistant Resident Representative, the Development Policy Programme Assistant provides core programme support and assistance services to the Unit Executive and Programme Offices ensuring high quality of work, accuracy, programme and partners coordination, timely and properly recorded documentation and other programme delivery services.

UNDP Pakistan has established a Development Policy Unit (DPU). The unit specializes in undertaking policy research, analysis and dialogue on selected development issues including the Sustainable Development Goals, poverty and inequality, urbanization etc.

DPU is extensively engaged with Government of Pakistan and Provincial Government and their associated Ministries and departments to ascertain their needs for policy research and advocacy, and to provide timely advise to inform public policy. DPUs policy work is also aimed to inform and provide cross unit support in areas of sustainable development. DPU is also engaged with other stakeholders, academia, think-tanks, and development partners to generate dialogue and advocacy for emerging development issues.

The Programme Assistant works in close collaboration with the Management Support and Business Development, Operations, Programme and Projects staff in the UNDP Pakistan Country Office, UNDP Asia-Pacific Regional Office and UNDP New York HQ as required to coordinate communications, information, partnerships, and support overall programme delivery.

Duties and Responsibilities

Summary of Key Functions:

• Support Programme Unit functions and services
• Assist Unit Executive Office with day-to-day programme communications and delivery functions
• Support Unit’s management of the CO programme
• Liaise, coordinate and communicate core Unit communications, relationships, and activities, both internal and external
• Support programme reporting, partnerships and resource mobilization efforts
• Support knowledge building and knowledge sharing activities

1.Supports documentation of CO and Programme activities, plans and strategies focusing on achievement of the following results:

• Ensure complete, accurate and timely coordination, collation and recording of updated repositories of CO and Programme documentation.

2.Provides effective support to management of the Development Policy Unit focusing on the achievement of the following results:

• Create projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
• Present information for audit of NIM/DIM projects.

3.Provides administrative support to the DPU focusing on achievement of the following results:

• Liaise, coordinate and communicate Unit’s internal and external collaborations, relations and activities
• Create vendors for the programme area, if required.
• Maintain and update the events and activities related to the project’s cycle.
• Maintain and coordinate the unit’s agenda, missions and events.
• Coordinate and distribute documents related to programme and projects.
• Coordinate and update programme files.
• Revise and dispatch official correspondence
• Consolidate information of programme performance and records.

4.Supports resource mobilization focusing on achievement of the following results:

• Review of contributions agreement, managing contributions in Atlas.

5.Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on programme.
• Contributions to knowledge networks and communities of practice.

6.The incumbent of the position will uphold the non-discriminatory behavior and ensure that:

• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc.

Competencies

Core Competencies:

Innovation Ability to make new and useful ideas work Level 2: Execute & Learn (Perform defined tasks)

Leadership Ability to persuade others to follow Level 2: Execute & Learn (Perform defined tasks)

People Management Ability to improve performance and satisfaction Level 2: Execute & Learn (Perform defined tasks)

Communication Ability to listen, adapt, persuade and transform Level 2: Execute & Learn (Perform defined tasks)

Delivery Ability to get things done while exercising good judgement Level 2: Execute & Learn (Perform defined tasks)

Technical/Functional Competencies:

Operational Effectiveness:

• Ability to perform a variety of repetitive and routine tasks and duties related to programme support
• Ability to review data, identify and adjust discrepancies
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities

Level 2: Execute & Learn (Perform defined tasks)

Managing Data:

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
• Interprets data, draws conclusions and/or identifies patterns which support the work of others

Level 2: Execute & Learn (Perform defined tasks)

Managing documents, correspondence and Reports:

• Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
• Shows sound grasp of grammar, spelling and structure in the required language
• Ensures correspondence, reports and documents comply with established UN standards
• Ability to produce accurate and well documented records conforming to the required standard

Level 2: Execute & Learn (Perform defined tasks)

Planning, Organizing and Multi - tasking:

• Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
• Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Level 2: Execute & Learn (Perform defined tasks)

Gender:

• Displays gender sensitivity and promotes gender equality in all aspects of work
• Knowledge of systems for gender mainstreaming and ability to apply to strategic and/or practical situation

Required Skills and Experience

Education:

• Minimum Bachelor’s Degree

Experience:

• At least 1 year of relevant executive management support and administrative experience.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.

Language Requirements:

• Fluency in written and spoken English and national language of the duty station

Disclaimer

Please Note:

HEC attested degrees are a prerequisite for employment at UNDP. During the recruitment process candidates may be required to present HEC attested degrees.

Foreign Qualified Candidates: Foreign degree holders shall be required to(i) Present a verification/certification letter from the university verifying the degree & student enrollment, or ii) Foreign degree Equivalence Letter from HEC.

UNDP provides the Equal Opportunity for all equally qualified male & female including the physically challenged candidates, female candidates are particularly encouraged to apply (local and internal VA)

United Nations Development Programme (UNDP) does not charge fee at any stage of the recruitment process including application, interviews, selection or induction etc. Moreover, UNDP does not concern itself with any information on the applicants bank accounts

"UNDP has zero tolerance towards Sexual Harassment (SH) and Sexual Exploitation & Abuse (SEA)”.