Background

Pakistan, a country with a population of over 249.6 million, faces significant climate variability due to its geographic diversity, including an arid to semi-arid climate, high mountain peaks, and colossal glaciers. The country is highly vulnerable to climate change impacts, such as floods, droughts, and heatwaves, exacerbated by a warming trend at twice the global average rate. Pakistan's emissions were recorded at 489.87 mt CO2 equivalent in 2018. Despite contributing a lower carbon footprint, Pakistan ranks among the most vulnerable nations to climate change, necessitating urgent action and comprehensive reporting to meet international obligations under the Paris Agreement.

To ensure the successful execution of Pakistan’s Biennial Transparency Report (BTR) project, the Ministry of Climate Change is actively seeking to hire an administrative assistant who will play a crucial role in supporting the project’s daily operational requirements. This position is vital for maintaining the smooth functioning of the project and will involve a variety of tasks aimed at facilitating effective communication and coordination among team members. The selected candidate will be responsible for organizing meetings, managing schedules, and ensuring that all administrative processes are carried out efficiently. By filling this role, the Ministry aims to enhance productivity and ensure that the BTR project meets its objectives on time and within budget.

Duties and Responsibilities
Under the overall guidance of the Project Coordinator, the administrative assistant's core responsibilities include the following:

Support the Project Coordinator in managing the following project activities.

• Assist in coordinating with project partner institutions
• Provide substantial support to the project workshops and training and other related events
• Support in arranging Project reviews, audits, and evaluation
• Systematic filing and record keeping of financial data.
• Processing of vendor bills and follow-up on payments;
• Keeping an inventory of office supplies and ordering new materials as needed;
• Management of file records and processing of routine official assignments, briefs, dossiers
• Maintain up-to-date files and reports.
• Perform other project-related duties as required by NPD and Project Coordinator
• Assist office staff in photocopies, mail distribution, and binding of official documents.
• Performs other duties as assigned by supervisor.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Under the overall guidance and direct supervision of the Project Coordinator the Office messenger will play a vital role in supporting the operational activities of the Biennial Transparency Report (BTR) project. This position entails managing day-to-day administrative tasks, facilitating effective communication among team members, and organizing meetings to ensure smooth project operations. The incumbent will be responsible for maintaining schedules, coordinating logistical arrangements, and ensuring that all administrative processes are executed efficiently. By fulfilling these responsibilities, the incumbent will contribute to enhancing productivity and ensuring that the BTR project meets its objectives on time and within budget.
Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies
Administration and Operations

• Documents and records management: Ability to ensure systematic filing and maintenance of office records.
• Inventory management: Ability to ensure efficient inventory consolidation and management of assets, ensuring accuracy and validity of information.
• Registry & correspondence management: Ability to collect, register, maintain, and deliver mail; ability to manage archives.

Business Management
Customer Satisfaction/Client Management:

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests.
• Ability to anticipate client's upcoming needs and concerns.

Required Skills and Experience
Education
Secondary education (12th grade)
Experience

• A minimum of 2 years of relevant work experience in performing office support services in national or international organizations is required
• Demonstrating/safeguarding ethics and integrity.
• Self-development, initiative-taking.
• Acting as a team player and facilitating teamwork.
• Ability to use office equipment (Photocopier, scanner, printer etc.)
• Ability to communicate and function effectively and independently in an international, multicultural environment is an asset.
• Experience in facilitating meetings and events.

Required Languages
Fluency in English and Urdu language is required