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Operations Assistant – UNAIDS – Islamabad

5 Years(Candidate should have at least 5 years office working experience in office /operations experience preferably in international development agencies.)

Duties and Responsibilities
Under the overall supervision of Country Coordinator, the incumbent will perform a variety of operational services and ensure the adherence to operational polices and perform the following functions:
Operational support, focusing on achievement of the following results:
• Assist in office inventory management including fixed assets and record of expendable items supplies;• Collection of information on assets management, maintenance of records and files on assets management.• Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.• Receipt of shipments, customs clearance arrangements, preparation of documents for UNAIDS shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.• Administrative support to organization of conferences, workshops, retreats.• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.• Liaison with UN Common Registry Unit for delivery and dispatching of official documents to be sent on common UN Pouch• Assist in day to day office operational affairs including follow-ups and tracking of payments/contracts with other counterparts• Collect vendors information, prepare and verify banking information before creating vendor/supplier ids on the ERP/UNDP ATLAS financial systems• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.• Assist and facilitate in IT related issues and follow-up with UNDP ICT unit for necessary trouble shooting and take back up data records if required by the staff• Maintenance of files and records relevant to office maintenance• Extracting, inputting, copying and filing data from various sources. Classify and archive filing system• Assist in downloading the requested information from internet and provide assistance in preparing presentations and installing multimedia in the meeting rooms• Cut, paste and file newspaper clippings related to response in the country• Caretaking and well maintenance of Country Office by liaison with Serena Business Complex (SBC) housekeeping staff• Participation in the training of operations and contribution to knowledge networks and communities of practice.• Perform any other duties as required

Apply By: Jan 22, 2013

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