Administration Assistant

Position: Administration Assistant
Assignment country: Nepal
Duty stations: Kathmandu
Work location: UN Premises
Expected start date: 03/01/2026
Duration: 5 months
(with possibility of extension)
Sustainable Development Goal: 16. Peace, justice and strong institutions
Host entity: UNODC NPL
Modality: Onsite
Type: National
Volunteer category: Specialist
Work arrangement: Full-time
Number of Assignments: 1

Details

Mission and objectives

UNODC delivers technical interventions aimed at promoting security, justice and health, which are linked to national priorities as well as the achievement of Sustainable Development Goals (SDGs). This is done through targeted technical cooperation projects that are gender and youth responsive, human rights-based, and evidence-informed. UNODC also works towards facilitating the ratification and implementation of the relevant UN conventions, standards and norms, generating and exchanging comparative data and information, promoting cross-border consultations and cooperation and ensuring access to technical expertise, global knowledge products and best international practices. The UNODC comparative advantage lies in its neutrality to address the most complex and sensitive challenges affecting the region. The cross-cutting principle of “leave no one behind” is at the crux of all our efforts.

Context

The United Nations Office on Drugs and Crime (UNODC) Programme Office in Nepal works under the guidance of the UNODC Regional Office for South Asia (UNODC ROSA) and assists the Nepalese government in its fight against illicit drugs, crime, corruption, and terrorism. It does this primarily through field-based technical assistance, capacity building, and policy support, operating within the framework of the UNODC Regional Programme for South Asia (2024-2028).

This UNV assignment is part of UNODC’s global flagship programming initiative ‘Passenger and Cargo Control Programme -PCCP- ‘, implemented jointly with INTERPOL and the World Customs Organization (WCO). It is globally managed from UNODC Headquarters in Vienna, Austria and UNODC Istanbul, Türkiye. The PCCP South Asia segment is carried out by UNODC Programme Office Nepal and provides capacity building for law enforcement agencies in Bangladesh, Maldives, Nepal and Sri Lanka. PCCP capacity building mainly includes the organization of training workshops and the provision of technical equipment.

https://www.unodc.org/unodc/en/pccp/index.html

Task description

Within the delegated authority and under the supervision of the Head of Office (HoO) of the UNODC Programme Office Nepal/Regional Coordinator of the UNODC Passenger and Cargo Control Programme (PCCP) for South Asia or his/her designated mandated representative(s), the UNV Administration Assistant will work in full compliance of administrative activities with UN/UNODC rules, regulations, policies and strategies.

He/she ensures effective administrative and logistical support, focusing on achievement of the following results:

• Contribute to the overall implementation of activities pertaining to the Passenger and Cargo Control Programme (PCCP) in the above-mentioned substantive areas under the global programme throughout its deliverables;
•  Finance management: Creating budgets, close open commitments and grants, procurement, payments and liaison with other counterparts;
• Support the organization of technical assistance activities under the PCCP, such as training, workshops, or outreach events;
•  Organization of shipments, Customs clearance arrangements, preparation of documents for UNODC shipments (received/sent), preparation of all necessary documentation, implementation of follow-up actions;
•  Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
•  Administrative support for conferences and workshops;
•  Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
•  Follow up deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Head of the UNODC Programme Office Nepal;
•  Assistance in the provision of information for audit;
•  Maintenance of records of travel and protocol services by UNODC and support in the cost recovery;
•  Timely financial transactions of travel and payments related to administrative services;
•  Perform other activities as required.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

•  Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
•  Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
•  Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers;
•  Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
•  As an active UNODC Passenger and Cargo Control Programme team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNODC and its beneficiaries in the accomplishment of her/his functions, including:

Implementing workshops;

o Developing technical assistance tools, and managing procurement;
o Managing the team’s social media and other outreach and communications activities;
o Planning and implementation of technical assistance activities carried out jointly with supervisors/other team members;
o Effective administrative support (finance, procurement);
o Improving project monitoring and evaluation of implementation activities;
o Facilitating communication with partners;
o Providing final statements of achievements.

• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

Eligibility criteria

Age: 18 – 80

Required experience: 3 years

Nationality: Candidate must be a national, legal resident or hold refugee status in the country of assignment.

Assignment requirements

Relevant experience: 3 years

Languages

English, Level: Fluent, Required

Nepalese, Level: Fluent, Required

Required education level

Bachelor’s degree in a relevant area, e.g. business administration/business finance or area related to finance/public administration

Competencies and values

Professionalism: demonstrated understanding of operations relevant to UNODC; technical capabilities or knowledge relevant or transferrable to UNODC procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;

Integrity: demonstrate the values and ethical standards of the UN and UNODC in daily activities and behaviour while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;

Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;

Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;

Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;

Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;

Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNODC’s mission and vision, as well as to the UN Core Values.

Skills and experience

• At least 5 years of professional work experience at the national and/or international level in developing and implementing capacity-building activities, or other relevant programmes;
• Experience with international organizations or other international development organizations is an asset;
•  Excellent oral and written skills; excellent drafting, formulation, reporting skills;
•  Accuracy and professionalism in document production and editing;
•  Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
•  Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
• Desirable: valid national driver’s license and proven ability to drive manual gear 4×4 over rough terrain; (if not applicable, delete)
• Sound security awareness;
•  Have affinity with or interest in building capacities in the law enforcement area, volunteerism as a mechanism for durable development, and the UN System.

Area(s) of expertise

Administration, Business management

Driving license
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Other information
Volunteerism is understood as a wide range of activities undertaken of free will, for the general public good, for which monetary reward is not the principal motivating factor.

Living conditions and remarks

Kathmandu, the capital of Nepal, lies under the Phase 2 of the UN Security classification, but is subject to change depending on the development of the security situation. Living conditions in Kathmandu are good. Comfortable inexpensive flats (furnished and unfurnished) are available in Kathmandu. Both imported and local foods and clothing are abundantly available. There is a short supply of water while it is also not safe to drink without treatment. Public transport is easily available and generally reliable though traffic congestion is extremely high. Kathmandu has a temperate climate with coldest temperature reaching just above zero at the night during the winter and mild but humid during the monsoon period, mid-June to end September.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements
Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

Scam warning

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