Project Assistant

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

The Reforms and Innovation in Government for High Performance is a governance-oriented project working since 2015. The project is currently into its second phase and is supporting execution of well-considered reform strategies and bringing about systemic improvements leading to efficiency, effectiveness and accountability in public sector. Through key outputs including performance driven management, evidence-based decision making and anticipatory governance, the project contributes towards social and economic uplifting and improved resilience of citizens of Pakistan including its marginalised communities and women. The project also supports digital and innovative solutions for institutional strengthening, civil service reform and inclusive policy making.

The project works with its key partners including federal and provincial governments, international development agencies and private sector. Its scope extends to development across Pakistan in view of its focus on and collaboration with vital public sector institutions like Ministry of Planning, Development and Special Initiatives (MoPDSI), Prime Minister Office, Federal and Provincial Ministries and National School of Public Policy along with several corporate entities, civic bodies and civil society. Key beneficiaries will include general population, marginalized communities, civil servants, policy makers and political leadership.

Under the guidance and direct supervision of the National Project Manager, Reforms & Innovation in Government for High Performance, the Project Assistant will provide support and administrative services for effective project implementation, in accordance with UNDP rules, policies and procedures.

Provide effective operational support for smooth project planning and implementation:

• Manage travel arrangements, logistics, and accommodations for project staff and participants.
• Coordinate procurement processes and liaise with vendors for goods and services as required.
• Provide logistical support for project-related activities, including venue booking, equipment setup, and catering arrangements.
• Assist in the implementation of project activities, ensuring compliance with project timelines and objectives.
• Assist in the preparation and dissemination of project-related communications, including emails, memos, and reports.
• Coordinate with project suppliers to facilitate smooth collaboration and communication.

Provide general administrative support to ensure smooth running of project activities:

• Maintain project documentation and correspondence, ensuring accuracy and completeness.
• Maintain an organized repository of all project records, both physical and electronic, for easy access and reference.
• Assist in the preparation of project reports, presentations, and other deliverables as required.
• Provide general administrative support to project staff, including scheduling meetings, managing calendars, and handling correspondence.

Provide appropriate and required protocol support to the project team :

• Assist in coordinating protocol processes for project events, including guest invitations, VIP arrangements, and protocol briefings.
• Ensure compliance with protocol guidelines and standards in all project-related activities and interactions.
• Coordinate with relevant authorities and agencies to obtain necessary permissions and clearances for project activities.

Support knowledge building and knowledge sharing relevan to the assigned project:

• Participate in training on internal procedures for the project staff and provide support to the organization of training and other capacity building activities as needed.
• Make sound contributions to knowledge networks and communities of practice.
• Maintain organized records of project data, field activities, case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy

• Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making

Business Management

• Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

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.

Business Management

• Communication: Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels.

• Fluency in English and Urdu is required.