Associate Administrative Advisor (LICA 9)

The Associate Administrative Officer will provide essential day-to-day administrative and operational support to the ITC project team implementing the Pakistan Punjab Textile project in Islamabad. This role supports training, document development, and offline assistance for textile and clothing enterprises in Punjab, focusing on sustainability standards, certification, environmental compliance, circularity, chemicals management, lean manufacturing, and market linkages. The position is initially for one year, with the possibility of extension, and requires coordination with multiple stakeholders to ensure smooth project operations.

Key Responsibilities

Administration and Operations: Support the administrative and operational activities of the Project Management Unit and field offices to ensure effective service delivery and business continuity. Maintain records, filing systems, correspondence, and documentation. Coordinate visa processes, administrative clearances, and protocol requirements for official missions. Manage asset and inventory controls, including physical verification. Liaise with headquarters, field offices, government counterparts, service providers, and other stakeholders to facilitate operational support. Implement administrative procedures, internal controls, and operational practices.

Procurement and Contract Administration: Assist in procurement activities for goods and services, ensuring compliance with organizational and donor rules. Prepare and process procurement documents such as RFQs, ITBs, RFPs, purchase requisitions, and orders. Support procurement planning, bid evaluations, contract administration, and maintenance of procurement records. Maintain supplier databases and procurement information in ERP systems. Coordinate with headquarters, Legal Department, and procurement networks on relevant matters.

Budget and Finance: Assist in preparing, monitoring, and reporting project budgets and General Operating Expenditure (GOE). Monitor expenditures, prepare forecasts, reconciliations, analyses, and periodic financial reports. Process payments, verify claims, invoices, travel expenses, and reimbursements following applicable procedures. Support treasury, petty cash, reimbursement, and financial authorization processes, maintaining financial records in ERP systems. Facilitate financial coordination between headquarters, project offices, and stakeholders.

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

Travel and Logistics: Organize official travel and logistics for staff, consultants, experts, and mission personnel according to policies. Prepare and process travel requests, review travel expense documentation, and support reimbursements. Arrange travel, accommodation, transportation, vehicle services, and related logistics for missions, workshops, and meetings. Maintain travel records and liaise with travel agencies and service providers.

Security Coordination: Act as the designated Security Focal Point, supporting compliance with UNDSS security requirements and organizational procedures. Disseminate security advisories, support briefings, maintain security records, and assist with incident preparedness and business continuity. Provide security-related support for official missions and travel.

Coordination, Reporting, and Partnerships: Participate in inter-agency operational meetings and working groups as needed. Support coordination with UN agencies, government counterparts, implementing partners, and service providers on administrative and operational matters. Prepare operational reports, briefings, statistics, and documentation. Support 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 a related field. A first-level university degree with qualifying experience may be accepted.

Experience: Minimum two years of experience in administration, finance, accounting, human resources management, or related areas. Experience in programme or project administration, technical cooperation, or within the United Nations system is preferred. Familiarity with enterprise resource planning (ERP) systems is required.

Competencies: Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and online collaboration platforms. Knowledge of administrative, budgetary, financial, and human resources policies and procedures, including UN administrative rules. Strong analytical, conceptual, and evaluative skills, with the ability to conduct independent research and analysis. Excellent communication skills, both written and verbal, with fluency in English and Urdu. Demonstrated professionalism, teamwork, planning, and organizational abilities. Commitment to gender equality and inclusive participation.

Additional Information

This position is open to locally residing Pakistani nationals authorized to work in Islamabad. The contract will be administered by UNOPS on behalf of ITC. Candidates selected from outside Islamabad are responsible for relocation expenses. The United Nations does not charge any fees at any stage of the recruitment process. Candidates must ensure compliance with intellectual property rights and obtain necessary permissions for materials used under this consultancy.