Associate Administrative Advisor (LICA 9)

This position provides vital day-to-day administrative and operational support to the ITC project team implementing the Pakistan Punjab Textile project in Islamabad. The role is integral to supporting training, coaching, and advisory services aimed at textile and clothing enterprises in Punjab, with a focus on sustainability, certification, compliance, circularity, chemicals management, lean manufacturing, and market linkages. This is a one-year appointment with the possibility of extension, open to Pakistan nationals authorized to work in Islamabad.

Key Responsibilities

Administration and Operations: Oversee administrative and operational functions for the Project Management Unit and field offices to ensure efficient service delivery. Maintain accurate records, filing systems, correspondence, and documentation. Coordinate visa processes, administrative clearances, and protocol arrangements for official missions. Support asset and inventory management, including physical verification. Serve as a liaison with headquarters, government counterparts, service providers, and stakeholders. Implement and monitor administrative procedures, internal controls, and operational best practices.

Procurement and Contract Administration: Assist with procurement activities for goods and services in compliance with organizational and donor regulations. Prepare and process procurement documents such as Requests for Quotations (RFQs), Invitations to Bid (ITBs), Requests for Proposals (RFPs), purchase requisitions, and orders. Support procurement planning, bid evaluations, contract administration, and maintain procurement records. Manage supplier databases and procurement information within ERP systems. Coordinate with headquarters, Legal Department, and procurement networks as required.

Budget and Finance: Support the preparation, monitoring, and reporting of project budgets and General Operating Expenditure (GOE). Track expenditures, prepare financial forecasts, reconciliations, and reports. Process payments and verify claims, invoices, travel expenses, and reimbursements in accordance with established procedures. Manage treasury functions, petty cash, and financial authorization processes while maintaining accurate financial records in ERP systems. Facilitate financial coordination between headquarters and project offices.

Human Resources Administration: Coordinate recruitment and engagement of consultants in line with organizational policies. Provide guidance on recruitment procedures and documentation requirements. Draft Terms of Reference (TORs), prepare recruitment documents, and process related transactions. Liaise with headquarters on consultant administration matters.

Travel and Logistics: Organize official travel and logistics for staff, consultants, and mission personnel adhering to organizational policies. Prepare travel requests, review expense documentation, and support reimbursement processes. Arrange travel, accommodation, transportation, and vehicle services for missions, workshops, and meetings. Maintain travel records and coordinate with travel agencies and service providers. Provide logistical support for official missions.

Security Coordination: Serve as the Security Focal Point, ensuring compliance with UNDSS security protocols. Disseminate security advisories, support security briefings, and maintain security records. Assist with security compliance, incident preparedness, business continuity, and provide security support for missions and travel.

Coordination, Reporting, and Partnerships: Participate in inter-agency operational meetings and working groups as necessary. Support coordination efforts with UN agencies, government counterparts, implementing partners, and service providers. Prepare operational reports, briefings, statistics, and documentation. Facilitate knowledge-sharing and capacity-building initiatives. Monitor assigned operational activities and perform related duties.

Required Qualifications

Education: Advanced university degree (Master’s or equivalent) in business administration, economics, public administration, finance, management, development studies, or related fields. A first-level university degree with relevant qualifying experience may be considered.

Experience: Minimum of two years’ experience in administration, finance, accounting, human resources, or related areas. Experience in programme or project administration and technical cooperation is essential. Familiarity with United Nations systems and enterprise resource planning (ERP) software is required.

Competencies: Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and online collaboration tools. Strong knowledge of administrative, budgetary, financial, and human resources policies and procedures. Ability to apply UN administrative rules, conduct independent research and analysis, and provide sound recommendations. Demonstrated professionalism, excellent communication, teamwork, planning, and organizational skills. Commitment to gender equality and inclusive participation.

Languages: Fluency in English and Urdu is mandatory.

This contract is administered by UNOPS on behalf of ITC and is open exclusively to locally residing Pakistan nationals authorized to work in Islamabad. Candidates applying from outside the duty station will be responsible for their own relocation expenses. The United Nations does not charge any fees at any stage of the recruitment process. Applicants must ensure compliance with intellectual property rights and secure necessary permissions for any materials used during the consultancy.