The tasks and responsibilities of the M&E Officer would include, but not limited to:

Training and/or experience utilising computers, including word processing, spreadsheet and other standard WFP software packages and systems. General knowledge of UN system policies, rules, regulations and procedures governing administration.

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Within the framework of the project GCP/PAK/123/USA - “Progressive Control of Foot and Mouth Disease in Pakistan”, under the overall supervision of the FAO Representative (FAOR) in Pakistan, guidance of the Project Coordinator, direct supervision of the National Project Director and Director General National Veterinary Laboratories, and in close collaboration with the FAO Representative, the Laboratory Technologist (PCR) will be responsible for the following activities:

Must have basic knowledge of computer especially MS Office. The incumbent must be fluent and proficient in English (spoken and written).

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UNDER THE DIRECT SUPERVISION OF THE SR. ADMINISTRATIVE ASSISTANT, THE INCUMBENT WILL BE REPSONSIBLE FOR THE FOLLOWING DUTIES:

Ø Act as focal point for operational offices and Hubs/EDPs to

o provide consistent administrative support from Provincial Office,

o assist them compile their requirements for their offices/hubs, and

o review payment requests and attachments received from field and submit to Finance for payments;

Ø Assist in organizing trainings and workshops by coordinating with requesting units and ensure receipt of quality and timely services; coordinate with hotels/guest houses to arrange for the requirements of events well in time;

Ø Liaise with the Guest House Management, Admin. and Security Units and responsible for

o reservations,

oconducting spot checks for cleanliness and working condition of

equipments,

o preparation of invoices for the guests and submit report to Finance,

o preparation of monthly statement of Guest House receipts, and

o providing updates on the progress of civil works at Guest House;

Ø Assist in arrangement for printing material such as staff visiting cards, ration cards and other materials for programme activities;

Ø Act as an alternate for Admin. colleagues during their absence to backstop their relevant areas of work;

Ø Perform any other relevant duty as and when assigned.

Training and/or experience utilising computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.
Formal training in administration. Knowledge of WFP administrative manuals in the area of finance, budget, human resources, transport, procurement or travel.

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Organizational Context

The United Nations Development Programme (UNDP) is an important partner of the Government of Pakistan for achieving national development goals and international commitments including the Millennium Development Goals (MDGs). UNDP's works with the Government, civil society and development partners in four broad programmatic areas; Poverty Reduction and Gender, Democratic Governance, Environment and Climate Change and Crisis Prevention and Recovery.

Raising awareness about UNDP’s role in the country, positioning the organization as a trusted and credible development partner and mobilizing resources are important priorities for the Country Office.

Under the supervision of the Communications Analyst and in close collaboration with programme unit heads, the Communications Associate develops and implements the CO’s Communications Strategy in line with the CO’s vision, priorities and plans.

He/she also maintains close contact with sub-regional and project communications focal points for a coherent UNDP communications strategy.

The Communications Associate works as part of the Communications team to achieve the results outlined below.
Under the guidance and direct supervision of the Communications Analyst, implements the corporate communications strategy, as well as provides inputs to the design, management and implementation of the Country Office communications and publication strategies which are geared to influence the development agenda, promote public and media outreach and mobilize political and financial support for UNDP.

Functions / Key Results Expected

Communication Planning: Assist the communications analyst in the preparation and conduct of communications needs assessments for CO (projects, country programme and corporate change initiatives, etc) and drafting/editing of CO communications and outreach strategy based on the corporate communications strategy. Also assist in analysis of requirements and synthesis of proposals on ways to integrate advocacy and communication strategies into all aspects of UNDP’s development programme during programme formulations.

Public Affairs: Assist in organizing and coordinating press conferences, press launches, field visits, interviews, and media briefings for Resident Representative and other staff. Manage media campaigns and events related to all relevant UNDP activities. Prepare press kits for use by staff and media.

Public Information: Draft, edit and design UNDP public information materials. Responsible for timely issuance of UNDP press releases and for the production and update of brochures, booklets and reports aimed at ensuring the visibility of UNDP and its projects. Ensures that public information material released by the Office and the projects are in line with UNDP style, branding and other standards.

Publications: Responsible for designing and producing fact sheets, updates and briefing material. Ensures that publications released by the Office are in line with UNDP style, branding and other standards. Maintains a system of classification and record for incoming UNDP publications. Also ensure the implementation of the CO publications strategy and plan, based on the corporate publications policy.
Coordinate CO publication activities, such as content management, norms for publishing, design, etc.
Contact with printers and other suppliers to ensure production and ensure publications dissemination.

Coordination of Projects’ Communication Staff: Assist in providing guidance to and organizing regular contact with projects’ communication specialists. Assist in developing the communications components for UNDP projects and provide assistance to projects in organizing media events. Identify potential stories from projects and collect photographs for the country office database.

Relations with the Media: Establish and maintain contacts with print and electronic media nationally and internationally, particularly with those covering UNDP activities. Establish and maintain contacts with UN publications and UN agencies’ communication staff.

Outreach: Assist in developing and implementing activities and programmes to promote public awareness/knowledge of and access to UNDP’s services, information and materials.

Design and maintain the office web sites based on corporate requirements in cooperation with the ICT staff. Preparation of the content for the web sites to ensure consistency of the materials.

Produce in-house videos and/or commissions films for capturing project results/issues for UNDP and other websites like YouTube. Also mentors programme staff to produce project videos for the website.

Develop and maintain a photo database that contains images expressive of the issues, actions and results UNDP is working on in the country.

Media Monitoring: Review and record media coverage of UNDP and circulate to relevant authorities.

Competencies

Functional competencies

Understanding of development issues and ability to work across the range of issues covered by UNDP. Ability to hold high-level meetings and speak on behalf of the organization on issues relevant to development in the country.

Ability to draft concise and informative documentation in English/French for a range of uses from detailed progress reports to media releases.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence

Ability to work with minimum supervision to identify information and knowledge sharing opportunities and to engage a wide range of colleagues in realizing these opportunities.

Planning and organizing ability to develop clear goals that are consistent with agreed strategies; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Desire to learn new creative kills like using a Flipcam for developing video blogs and using social media effectively.

Uses Information Technology effectively as a tool and resource.

Behavioral competencies

Communication skills and ability to speak and write clearly and effectively; listens to others, tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Demonstrates integrity and discretion in all actions of the work. Uses good judgment in applying expertise to complex and/or sensitive issues.

Conceptual and creative thinking to focus on impact and results and to develop practical approaches to overcome challenging situations.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; builds and sustains relationships with key constituents.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

0-1 Years of experience
Experience in developing video materials in house and in commissioning films.
Demonstrated experience in developing content that clearly communicates development ideas and experience for media, web, print production and audio visual productions.
Experience in overseeing translations work.
Competent with office software packages, including power-point, excel, video editing, adobe Photoshop, adobe in-design for desktop publishing.
Should be less than 30years of age

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Assist Unit Chief to coordinate with operations & other UNICEF sections for day to day administrative, human resource and operational matters.

Assist in monitoring the implementation of activities through field visits. Coordinate, follow up (and maintain record of) with provincial offices on PCAs/SSAs and third party agreements. Ensure timely follow up on progress reports from counterparts and disbursements of instalments. Respond to queries from counterparts related to financial transactions, accounts and supply requirements and delivery status in consultation with programme officers.

Under the guidance of Unit Chief provide administrative & perations support to the programme staff (travel management, organizing workshops/meetings, follow up on pending payments) including overseeing the work of programme assistants in Islamabad.

Supervise programme assistants in maintaining & completing record of projects, cash and supply inputs. Coordinate with counterparts and programme in correspondence related to cash and supply assistance to projects. Follow-up on cash advances, scrutinize bills and relevant documents upon submission for liquidation for processing through finance section. Flag cash advances to counterparts and allotments to the provincial offices on time in consultation with Budget & Finance Officer.

Assist operations to provide financial assessment for counterparts (NGOs, implementing partners and third party contractors) and educate on UNICEF financial rules and regulations related to cash and supply assistance.

Prepare detailed cost estimates, budget analysis and supply inputs for various project tasks. In consultation with counterparts, health and supply section develop specifications; estimate budget and delivery lead time for supply requirements for projects.

Contribute in preparation of Donor Reports (financial) in consultation with programme staff and Budget & Finance Officer. Prepare briefing notes for workshops, meetings with counterparts, donors and other sections. Participate in briefing and de-briefing of project personnel.

Any other task assigned by the supervisor

LANGUAGES
Fluency in written and spoken English and knowledge of local languages.
.
OTHER SKILLS AND ATTRIBUTES
-Sound knowledge and experience in computer applications and working knowledge of UNICEF system applications.
-Knowledge of UNICEF business practices.
-Ability for analytical, independent work in an organized manner.
-Ability to draft clearly and concisely on technical issues with creative expression.
-Ability to research, analyses, evaluate and synthesize information.
-Ability to work in an international or multicultural environment.
-Good negotiation and communication skill.

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Control entry and ensure security of the organizational premises;
Ensure that routine patrols are conducted within the WFP grounds and have certification and/or training (as applicable by local law) to carry a defense weapon provided by WFP for the purpose of ensuring the physical security of the premises, WFP property and staff, as instructed.
ensure that security guards/watchmen keep an up-to-date record of their patrol duties;
Patrol assigned areas; maintain continual surveillance against fire, water leakage and any other action which could damage WFP premises or injure personnel;
Open and close buildings;
Check that all office machines, air conditioners, lights, etc, are turned off after working hours;
Investigate and report all incidents on WFP grounds that involve a breach of security procedures, injuries and theft and report back to supervisor;
In case of incident/emergency instruct WFP staff members and visitors of performance of security services, including fire control and physical security for the premises, first aid procedures, use of equipment and operation of the automated alarm and video surveillance systems, if installed;
Maintain updated directives and security personnel lists;
Respond to enquiries and provide appropriate information or suggest alternative sources of information;
Issue building passes, when appropriate;
Liaise as necessary with the local administration, police authorities, fire services and other emergency services;
Report for duty as and when necessary (on call);
Perform other related duties as required.

Fluency in both oral and written communication in the UN language in use at the duty station and in the duty stations language, if different.

Training in martial arts; basic computer literacy at the higher grade levels.

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Highly proficient in Microsoft Office.
Excellent communication skills.
Good report writing skills.

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Extract and input data from various sources in financial or accounting systems;

Respond to accounting, budget or financial queries regarding data from staff in the unit and elsewhere in the Programme;

Prepare bank reconciliations and conduct analysis of general ledger accounts;

Assist in the preparation of the payroll by executing validity checks on monthly payroll results;

Maintain proper control over various financial records such as commitments and expenditures against budgeted amounts; initiate actions related to the following: general financial information, and travel payments, and procurement transactions;

Verify vendor claims for accuracy and conformance with WFP finance rules and regulations; perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered; and ensure timely recording and processing of vendor invoices in the Programmes information system;

Monitor vendor advances and other receivables and ensure timely clearance of vendor outstanding items, taking corrective follow up actions where required;

Prepare necessary receipt and journal vouchers;

Draft routine correspondence related to the units work and type a variety of material such as correspondence, reports and papers;

Provide information related to financial transactions including calculation of personal entitlements and pro rata;

Assist in the preparation of budget, accounting, financial reports, statistical reports and other reports as required;

Provide assistance to all staff services such as travel, expense claims, document retrieval, etc;

Perform other related duties as required.

Experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system financial policies, rules, regulations and procedures.

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