Associate Administrative Advisor - LICA 9

This position offers vital day-to-day administrative and operational support to the ITC project team working on the Pakistan Punjab Textile project based in Islamabad. The role focuses on assisting textile and clothing enterprises in Punjab by supporting training, document development, and offline assistance related to sustainability standards, certification, environmental and social compliance, and market linkages. The appointment is initially for one year, with the possibility of extension.

Key Responsibilities

Administration and Operations: Provide comprehensive support to the Project Management Unit and field offices to ensure seamless service delivery and business continuity. Maintain accurate records, filing systems, correspondence, and documentation. Coordinate visa processes, administrative clearances, and protocol for official missions. Manage assets and inventory, including conducting physical verifications. Serve as a liaison between headquarters, government counterparts, service providers, and stakeholders to facilitate operational support. Implement and uphold administrative procedures, internal controls, and operational best practices.

Procurement and Contract Administration: Assist in procurement activities for goods and services in compliance with organizational and donor regulations. Prepare and process procurement documentation 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 closely with headquarters, the Legal Department, and procurement networks.

Budget and Finance: Support the preparation, monitoring, and reporting of project budgets and General Operating Expenditure. Track expenditures, prepare financial forecasts, reconciliations, and reports. Process payments and verify claims, invoices, travel expenses, and reimbursements. Assist with treasury management, petty cash handling, and financial authorization processes while maintaining records in ERP systems. Facilitate financial coordination among headquarters, project offices, and relevant stakeholders.

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

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

Security Coordination: Serve as the designated Security Focal Point to ensure compliance with UNDSS security requirements and organizational procedures. Disseminate security advisories, support security briefings, and maintain security documentation. Assist in incident preparedness, business continuity planning, and provide security support for official missions.

Coordination, Reporting, and Partnerships: Participate in inter-agency operational meetings and working groups as required. Support coordination with UN agencies, government counterparts, implementing partners, and service providers on administrative matters. Prepare operational reports, briefings, statistics, and other documentation. Monitor assigned activities and perform related duties as necessary.

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 also be considered.

Experience: At least two years of experience in administration, finance, accounting, human resources, or related areas. Experience in programme or project administration, technical cooperation, or similar fields is preferred. Familiarity with the United Nations system and enterprise resource planning (ERP) systems is an advantage.

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

Languages: Fluency in English and Urdu is required.

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