Finance and Administrative Assistant 1

Organizational Context

The project titled "Promoting Sustainability and Decent Work in the PET Recycling Value Chain – A Pilot Project in Islamabad Capital Territory (ICT)" seeks to advance sustainable plastic waste management while uplifting informal waste workers in Pakistan’s capital region. Although ICT generates more than 3,300 tons of municipal solid waste daily, nearly 79% of which is recyclable. PET (Polyethylene Terephthalate) recovery remains low due to fragmented waste systems, insufficient regulation, and the marginalization of informal workers who operate without safety, recognition, or support. Jointly implemented by the United Nations Office for Project Services (UNOPS) (Managing Agency) and the International Labour Organization (ILO) (Implementing Partner), this pilot initiative will bridge environmental sustainability with social protection, focusing on strengthening PET recycling systems while formalizing and empowering the informal workforce. With USD 500,000 requested from The Coca-Cola Foundation and USD 40,000 co-financed by the ILO, the 16-month intervention will serve as a replicable model for other cities in Pakistan and the region.

Job Purpose

The project titled "Promoting Sustainability and Decent Work in the PET Recycling Value Chain – A Pilot Project in Islamabad Capital Territory (ICT)" seeks to advance sustainable plastic waste management while uplifting informal waste workers in Pakistan’s capital region. Although ICT generates more than 3,300 tons of municipal solid waste daily, nearly 79% of which is recyclable. PET (Polyethylene Terephthalate) recovery remains low due to fragmented waste systems, insufficient regulation, and the marginalization of informal workers who operate without safety, recognition, or support. Jointly implemented by the United Nations Office for Project Services (UNOPS) (Managing Agency) and the International Labour Organization (ILO) (Implementing Partner), this pilot initiative will bridge environmental sustainability with social protection, focusing on strengthening PET recycling systems while formalizing and empowering the informal workforce. With USD 500,000 requested from The Coca-Cola Foundation and USD 40,000 co-financed by the ILO, the 16-month intervention will serve as a replicable model for other cities in Pakistan and the region. 1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 2. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached. 3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with Project Officer, ILO staff, consultants and counterparts. Draw the attention of the Project Officer and, where necessary the Senior Operations Officer, to matters requiring immediate attention. 4. Review and request additional information on the financial reports of project implementing partners and consultants, ensuring compliance with ILO rules, before submitting to the Finance Unit. 5. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices. 6. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. 7. Consult with Finance Unit and the project donor on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices. 8. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons. 9. Calculate and compile cost estimates and participate in budget analysis and projections as required by the NPC and SPO. 10. Prepare and process IRIS transactions, including contracts, travel authorizations, purchase orders, and external payment requests. 11. Maintain the official travel plan of the project staff, consultants and other stakeholders. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions. 12. Laise with concerned ILO constituents, implementing agencies and donor as appropriate for follow-up on activities and other clearances. Maintain up-to-date directories. 13. Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Take notes and/or minutes at meetings. 14. Provide support to communication and visibility of the project, the ILO and donor. 15. Provide informal interpretation and translation. 16. Perform other duties as assigned by the supervisor.

Responsibilities

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 2. Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached. 3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with Project Officer, ILO staff, consultants and counterparts. Draw the attention of the Project Officer and, where necessary the Senior Operations Officer, to matters requiring immediate attention. 4. Review and request additional information on the financial reports of project implementing partners and consultants, ensuring compliance with ILO rules, before submitting to the Finance Unit. 5. Classify and assign budget codes, verify and process claims for payment, and check payment vouchers, prices and claims invoices. 6. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance. 7. Consult with Finance Unit and the project donor on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices. 8. Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons. 9. Calculate and compile cost estimates and participate in budget analysis and projections as required by the NPC and SPO. 10. Prepare and process IRIS transactions, including contracts, travel authorizations, purchase orders, and external payment requests. 11. Maintain the official travel plan of the project staff, consultants and other stakeholders. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions. 12. Laise with concerned ILO constituents, implementing agencies and donor as appropriate for follow-up on activities and other clearances. Maintain up-to-date directories. 13. Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Take notes and/or minutes at meetings. 14. Provide support to communication and visibility of the project, the ILO and donor. 15. Provide informal interpretation and translation. 16. Perform other duties as assigned by the supervisor.

Work Experience

Six years of progressively responsible financial and administrative work, and some training in an administrative field. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies at the provincial and federal levels, employers and workers organizations and with development partners would be an advantage.

Skills

- In-depth knowledge of programme and budget management, with a thorough understanding of ILO administrative and financial policies and procedures. - Proficiency in word processing, spreadsheets, web browsers, and other software required for financial and administrative tasks. - Comprehensive knowledge of in-house procedures for preparing documents, administrative forms, and maintaining filing systems. - Ability to prepare detailed preliminary reports, draft correspondence, and analyze financial data for reporting purposes. - Strong communication skills, both oral and written, with the ability to engage effectively with diverse stakeholders in a multicultural environment. - Ability to organize own work, prioritize tasks, and work independently as well as collaboratively in a team setting. - Capacity to work under pressure, meet tight deadlines, and maintain attention to detail in a fast-paced environment. - Demonstrated responsible behaviour, problem-solving skills, and a proactive approach to addressing challenges. - Ability to work in a multicultural environment, demonstrating gender-sensitive and non-discriminatory behaviour and attitudes.

Explore related opportunities