Administration Assistant, Islamabad, Pakistan

## Administration Assistant, Islamabad, Pakistan - Organization:UNOPS - United Nations Office for Project Services - Office:UNOPS Islamabad Position Title:Administration Assistant Vacancy Type:Internal candidates only Job Category:Administration Duty Station(s):Islamabad Seniority Level:Entry Level Contract Type:ICA - LICA - Support - Regular Contract Level:LICA 4 Posting Start Date:29-Sep-2026 Posting End Date:30-Sep-2026 Duration:Until 31 Dec 2026 Contribute to efficient office operations by supporting administration, logistics, and client-focused services. The Asia Pacific Regional Office, based in Bangkok, Thailand, provides strategic leadership and oversight for UNOPS operations across 17 countries, ensuring high performance, operational excellence, and alignment with organizational goals. Operations currently span Afghanistan, Bangladesh, Cambodia, China, India, Indonesia, Lao PDR, Myanmar, Nepal, Papua New Guinea, Pakistan, the Philippines, Sri Lanka, Thailand, Vietnam, and the Pacific Islands. Across these countries, we work closely with key stakeholders to strengthen partnerships and maximize impact through five main operating units: Afghanistan (AFCO), Myanmar (MMCO), South Asia Multi-Country Office (SAMCO), East Asia and Pacific Multi-Country Office (EAPMCO), and the Asia Regional Health Cluster (ARHC). Through these entities, we provide agile, client-focused service delivery across diverse sectors - including infrastructure, health, procurement, and project management - supporting the implementation of sustainable development solutions across the region. About the Country/Multi-Country Office The South Asia Multi-Country Office (SAMCO) supports UNOPS operations across six countries: Bangladesh, India, the Maldives, Nepal, Pakistan, and Sri Lanka. SAMCO delivers a broad range of services and technical expertise in climate change, water, sanitation and hygiene (WASH), infrastructure, procurement, human resource management, and fund management. Each country office is staffed with local technical experts and maintains strong partnerships with national governments, ensuring context-specific solutions and effective project implementation. About the Project Office Since 1999, UNOPS has been a committed partner in Pakistan, supporting the country's progress toward the Sustainable Development Goals (SDGs). UNOPS focuses on delivering essential services, including strengthening health systems, expanding access to WASH facilities in remote areas, and improving infrastructure for schools and communities. We also support emergency response efforts, delivering critical medical supplies and essential services during times of crisis. Through close collaboration with the Government of Pakistan, development partners, donors, and UN agencies, UNOPS works to build resilient, sustainable communities. Leveraging expertise in project management, procurement, human resources, and infrastructure, we provide tailored solutions that enhance efficiency, reduce risk, and maximize development impact. The Administrative Assistant is based in the UNOPS Islamabad office with occasional needs to travel and reports directly to the Administrative Officer. This role is actively involved in the event logistics and responsible for external coordination with vendors, service providers, and travelers, including collecting and verifying data for supplier registrations in the ERP, processing travel bookings, monitoring vendor service quality, and implementing corrective actions as needed. Additionally, the role involves issuing receipts, verifying invoices, and submitting payment requests in the ERP, while collaborating closely with Support Services and Project teams to ensure timely and effective service delivery. This is a LICA position open to UNOPS personnel only, and the selected candidate is expected to begin immediately. The Administration Assistant provides efficient logistics and transportation support to the operational unit, ensuring smooth and timely service delivery. The incumbent works closely with operations, project and programme support colleagues across the unit, carrying out assigned tasks with a client-focused, quality-driven and results-oriented approach. Functions / Key Results Expected Logistics and Asset Management Support - Ensure proper maintenance, safe handling and secure storage of all office equipment and property. - Prepare and maintain accurate inventory lists and comprehensive property records for both the office and project needs. - Monitor and track the movement of equipment. - Implement and maintain an equipment management and accounting system for all assets in compliance with UNOPS equipment policy. - Process supply requisitions for office premises in a timely manner. - Support timely and efficient customs clearance procedures. - Manage the receipt of goods and equipment for the office, including inspection and preparation of relevant reports. - Ensure proper maintenance, servicing and repair of all office vehicles to guarantee top performance and safe operating conditions in line with UNOPS vehicle management policies and procedures. - Coordinate and meet all official transportation needs of management and office personnel, including necessary security arrangements. - Maintain daily vehicle logs on fuel consumption and mileage. - Implement an effective repair and maintenance system for all office equipment, including EDP equipment and generators. - Oversee efficient building management and maintenance activities. - Apply the power management policy in line with existing power supply and generator resources. - Evaluate contract services (e.g. cleaning, security, taxi, courier, etc) to enhance service levels and identify potential improvements or alternative solutions. Knowledge Building & Sharing - Actively participate in logistics and transportation-related training and capacity-building initiatives for personnel. - Contribute to knowledge networks and Communities of Practice (CoPs). Communication, Document Management, General Administration, Logistics Management, Transportation Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion. Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others.For people managers only:Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Education Requirements - Secondary school (or equivalent) with 4 years of