Administrative Assistant
Vacancy Announcement from UNDP
Administrative Assistant
Job Identification: 10355
Locations: Kathmandu, Nepal
Degree Level: First Terminal University Level Qualification 3/4 years
Job Schedule: Full time
Agency: UNDP
Grade: NPSA-5
Vacancy Type: National Personnel Service Agreement
Practice Area: Management
Bureau: Regional Bureau for Asia and the Pacific
Contract Duration: 1 Year with Possibility for extension
Education & Work Experience: Bachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience
Required Languages: English and Nepali
Vacancy Timeline: 2 Weeks
Mobility required/no mobility: no mobility required
ICSC Grade: ICS05 / G5
Job Category: Management
Job Description
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Organizational Background
UNDP has been supporting the Nepalese people in their struggle against poverty since it opened an in-country office in 1963. Much of this support has gone to building up the capacity of government agencies, civil society, and community groups to fight poverty, and to bringing these groups and Nepal’s development partners together to design and implement successful projects to contribute to the achievement of Nepal’s development objectives.
In the context of the new Country Programme Document (CPD) 2023-2027, UNDP Nepal has strategically repositioned UNDP’s contributions in support of the Sustainable Development Goals and collaboration with national development partners. Nepal has transitioned itself in a federal state as per its new Constitution which has implications for how UNDP engages with national and sub-national authorities. Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.
Duties and Responsibilities
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies;
- Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
- Play a key role in operationalizing Business Operations Strategy (BOS 2.0) and increase collaboration amongst the UN agencies for greater efficiency.
2. Ensures effective and efficient administrative support to the Common Services Unit, focusing on achievement of the following results:
- Coordinate with UN Agencies in carrying out different admin related functions related to common services;
- Assist Administrative Analyst in recording, documentation, Logistics management and coordination for successful implementation of the activities;
- Ensure smooth operation of Fuel Supply chain management including monitoring & updating fuel inventory;
- Provide administrative and logistical support and ensure quality of fuel and safety measures for any fire accidents;
- Conduct frequent visits to NOC to fetch fuel, coordinate with the NOC officials and monitoring the fuel situation proactively;
- Maintain records of fuel inventory and distribution to UN agencies;
- Generate reports on fuel stocks and distributions and share with the supervisor on daily and monthly basis;
- Report immediately the discrepancies;
- Handle accounts receivables to ensure that necessary liquidity is available for timely purchase of fuel stocks;
- Conduct fuel account reconciliation with the help of Finance Unit;
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, and reports;
- Assist Administrative Analyst in managing other areas of the unit;
- Maintenance of records on assets managements of common services and preparation of reports;
- Maintenance of files and records relevant of office maintenance;
- Provision of support to maintenance of common premises and common services;
- Assist to arrange meetings of the relevant agencies and preparing minutes of the meetings;
- Perform any other duty assigned by Administration Analyst.
3. Ensure effective logistical and procurement support for emergency supplies management, focusing on achievement of the following results:
- Provide support with efficient record keeping of expenses incurred. Generate reports on expenditures as and when required;
- Assist Administrative Analyst in the preparation of budget of emergency supplies, record keeping and reporting;
- Coordinate with the Procurement Taskforce on the procurement and replenishment of emergency supplies for the 8 Joint Concentration Points JCPs;
- Regular visits to JCPs in Kathmandu to ensure that the goods are in proper condition and proactively replenish the supplies before expiry dates;
- Proper disposal of the expired items in line with UNDP Disposal Guidelines.
4. Provide effective administrative and logistical support to UNDP country office, focusing on achievement of the following results:
- Provide Administrative and logistical support to conferences, workshops, and retreats;
- Support to conduct biannual physical verification of inventory in the CO and projects;
- Support to update asset and inventory records of UNDP country office;
- Provide necessary support for the effective management of UNDP stationery supplies
- Back up Admin Assistants of Country Office as and when needed.
5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Participation in the training for the operations/projects staff on administration;
- Sound contributions to knowledge networks and communities of practice.
6. GESI and PSEA
- To get acquainted with Prevention of Sexual Exploitation and Abuse (PSEA) and Sexual Harassment (SH) policies and practices.
- To get acquainted with Gender and Social inclusion policy and practices.
Competencies
Core Competencies
- 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
- Business Development-Knowledge Generation
Ability to research and turn information into useful knowledge, relevant for context, or
responsive to a stated need - Business Management-Risk Management
Ability to identify and organise action around mitigating and proactively managing risks - 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 - Gender
Gender Mainstreaming - Asset Management Focal Point
Maintaining proper records of issuance and return of office equipment to personnel both asset and non-asset items including disposal, transfer, etc. - Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving - Procurement Concepts, Processes, and Management
Knowledge of procurement processes and management
Required Skills and Experience
Education:
- Intermediate/Secondary Education or Bachelor’s degree in Business Administration, Public Administration, Economics, or relevant field.
Experience:
- 5 years of relevant administrative or programme experience for Intermediate/Secondary education.
- 2 years of relevant administrative or programme experience for Bachelor’s degree.
Required Skills:
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- knowledge of spreadsheet and database packages,
- Experience in handling of web-based management systems.
- Ability to work on time sensitive projects with tight deadline.
Desired skills:
- Previous experience in UNDP and other UN entities will be an advantage.
- Ability to liaison with multiple internal and external stakeholders will be an advantage.
Required languages
- Fluency in English and Nepali
Disclaimer
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
UNDP is committed to achieve work force diversity and has a policy to have gender balance among staffs at all levels. Work experience and/or academic knowledge in relation to gender and social inclusion will be an added advantage. Qualified Women, Dalits, Janjatis, Madhesis, Persons with Disabilities, gender and sexual minorities and other minorities are specially encouraged to apply.
United Nations has a zero-tolerance against Sexual exploitation and Abuse (SEA) and sexual harassment (SH). Everyone is responsible for preventing sexual exploitation and abuse and sexual harassment (PSEA and SH), and all UN personnel must adhere to the standards of conduct that preserves PSEA principles (both during work hours and outside work hours). All selected candidates will, therefore, go through a safe hiring process.
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Required Skills
Skills
- Ability to work on time sensitive projects with tight deadline
- Experience in handling of web-based management systems
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
- Knowledge of spreadsheet and database packages
Apply Before: 05/20/2023, 11:59 PM
