Job ID: 36262
Practice Area - Job Family: Management - INTERNATIONAL TRADE CENTRE -GRASP PROJECT
Vacancy End Date: (Midnight New York, USA) 05/04/2021
Duty Station: Islamabad, Pakistan
Education & Work Experience: G-Bachelor's Level Degree - 7 year(s) experience
Languages: English
Urdu
Grade: SB3
Vacancy Type: Service Contract (SC)
Posting Type: External
Bureau: Asia & the Pacific
Contract Duration: 1 year
SB 3/4
Background
About ITC The International Trade Centre (ITC) is a joint agency of the United Nations and the World Trade Organization, focusing in particular on developing the export capabilities of small and medium-sized businesses in developing and transition economies. ITC is 100% "Aid for Trade", supporting trade that delivers inclusive and sustainable development results. ITC’s mandate covers all developing countries and transition economies with special emphasis on the Least Developed Countries (LDCs), Landlocked Developing Countries (LLDCs), Small Island Developing States (SIDs) Fragile States and Sub-Saharan Africa. ITC Headquarters is located in Geneva, Switzerland. ITC projects and programmes contribute to the global efforts to achieve UN Global Goals for Sustainable Development and the Aid for Trade agenda. ITC works at three levels: • Strengthening the integration of the business sector of developing countries and economies in transition into the global economy, • Improving the performance of trade and investment support institutions for the benefit of small and medium size enterprises (SMEs), and enhancing the abilities of trade support institutions to better support them, • Improving the international competitiveness of SMEs. About the GRASP Project: The Growth for Rural Advancement and Sustainable Progress (GRASP) is a 66 month project that will contribute to the reduction of poverty through development of rural SMEs in selected districts within two provinces of Pakistan: Balochistan and Sindh. GRASP will focus on selected product lines within livestock and horticulture. GRASP will take a holistic approach to building SME competitiveness in agribusiness value chains starting from a deep understanding of markets and working back through the value chain to enable SMEs and ultimately producers to create and capture additional value. To do this, GRASP will intervene in three outputs: 1. Improving the eco-system for rural SME development through building institutional capacity and improving the business environment 2. Building production and quality of primary products through support to SME agribusiness service providers and business intermediary organizations in rural areas 3. Increasing added-value and marketed volumes through developing value chains and supporting SMEs to improve management, increase access to finance, apply sustainable technology to add value and improve quality and reduce waste throughout the system At the impact level, GRASP will create employment and income opportunities in rural areas of Sindh and Balochistan. Outcome and outputs of GRASP include measurable improvement in the business environment for SMEs, improved agricultural productivity in selected areas, better access for farmers to market information and agricultural services, increase in revenue and financing for selected SMEs and increased value added and adoption of environmental sustainable technology. GRASP has a very strong focus on women's economic empowerment. GRASP has a budget of €48.5m funded by the European Union and ITC. ITC will implement GRASP through three Pakistan based teams and a wide network of Pakistani and international partner organizations. This challenging project will involve managing many concurrent inter-linked activities from the market to the production level and innovative tools such as matching grants. ITC seeks to hire the services of Operations Management Associate, for its offices in Islamabad who should be well conversant with the UN rules and regulations and have previous work experience of working with any UN organization.
Duties and Responsibilities
Under the direct supervision of the Project Coordinator, Operations Management Associate (OMA) will provide smooth Operational support to HQ Geneva and facilitate the Project Assistants in Field Offices.
Summary of Key Functions:
Implementation of operations strategies such as General Administrative, Finance, Human Resource, Logistic, accounting, finance and administrative support.
Provision of overall operational/administrative services support.
Effective and Efficient logistical support for Conference Services
Client Service
Executing the unit’s operational activities in accordance with the Internal Control Framework issued by the Project Coordinator within the context of ITC’s regulatory framework (such as the Financial Regulations and Rules and the ITC Programme and Operations Policy and Procedure Manual).
Maintaining the professionalism of the operations unit by implementing all activities in an orderly and time sensitive manner and meeting the needs of clients Implementing Operational Strategy
Ensuring full compliance of operational activities with ITC/UNDP rules, regulations, policies and strategies; implementation of the effective internal control; Organizing Procurement Process
Organization procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with ITC/UNDP rules and regulations;
Preparation of cost-recovery bills in UMOJA for the procurement services provided by UNDP to ITC.
Implementation of joint procurement processes for projects of ITC in line with the UNDP policy and procedures;
Developing and updating rosters of suppliers, implementation of supplier selection and evaluation;
Monitoring and tracking of all transactions related to IC payments;
Preparation of Purchase orders and contracts in and outside UMOJA, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in UMOJA. Buyers profile in UMOJA;
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched, timely corrective request/actions with HQ on POs with budget check errors and other problems.
Work with teams for requests related to: space access, reproduction and documents management, orders for supplies, maintenance of the unit’s non-asset register and asset inspections Providing Financial Services
Providing support to Geneva Office on monitoring the General Operating Expenditure (GOE) budget and research thoroughly required information for the preparation of financial planning and analysis of the financial situation (i.e., monthly reconciliation reports comparing the shadow budget and Project Budget Balance/Detailed Expenditure reports). Organize and Distribute quarterly GOE expenditure reports to the Management Support Unit;
Preparing and reconciling the payee information for treasury unit for releasing the payment.
Collecting expenses reports invoices from field Offices, compiling the invoices, and submitting to ITC Geneva FM for payments processing.
Providing support to Geneva Office on preparation of Payments in UMOJA and drafting the MOUs for reimbursement of expenses/claims.
Managing petty cash of PMU, preparing and processing petty cash expense report timely. HR services
Provision of information on benefits/entitlements to the ITC staff;
Maintenance of the rosters including e-rosters;
Validation of cost-recovery charges in UMOJA for HR services provided by UNDP to ITC; Travel and logistic services
Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements;
Processing of cost-recovery bills in UMOJA for the travel services provided by UNDP to ITC;
Provision of information to the staff on travel including entitlements, travel route and hotel arrangement;
Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
Providing support on preparing request of Note-verbale for issuance of visa to staff, consultants, and meetings participants.
Acts as the administrative arranger for the Units administration needs, including collaboration with IT&S Geneva and local IT service desk.
Reconciliation of settlements to be paid by the Finance Unit.
Impact of Results The key results have an impact on the efficiency of ITC GRASP Office. Timely administrative, financial and logistical support will strengthen the capacity of the office to ensure timely execution of routine functions and facilitate coordination and follow-up on correspondence between ITC Geneva and UNDP Pakistan, Incumbent’s own initiative is decisive in results of work and timely finalization.
Competencies
Functional Competencies: ITC’s VALUES are: Integrity, Professionalism, respect for Diversity ITC’s CORE COMPETENCIES are: Communication, Teamwork, Planning & Organizing, Accountability, Creativity, Client Orientation, Commitment to continuous learning, Technological awareness. ITC’s MANAGERIAL COMPETENCIES are Vision, Leadership, Empowering Others, Managing Performance, Building Trust, and Judgments/Decision making.
Required Skills and Experience
Education: Bachelor’s Degree or Equivalent Experience: 7 year(s) experience of General Administrations/overall Operations in the International Organizations, good knowledge of financial, administration and logistics management; Proficiency in the use of information technology (word processing, PowerPoint presentations, spreadsheets and data management), while being well conversant with the internet/intranet environment. An ability to work harmoniously and effectively as part of a well-coordinated team with people of varied backgrounds, including gender sensitivity; Excellent knowledge of spoken and written English, with good analytical and communication skills; Basic knowledge/Experience in SAP (UMOJA) will be considered as an added asset, but is not essential; Language Requirements: Fluency in the UN and national language of the duty station.
Disclaimer
HEC attested degrees are a prerequisite for employment at UNDP. During the recruitment process candidates will 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 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. UNDP has zero tolerance towards Sexual Harassment (SH) and Sexual Exploitation & Abuse (SEA)
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