Administration Assistant

Administration Assistant

General

Description of assignment title: Administration Assistant

Assignment country: Nepal

Expected start date: 01/07/2024

Sustainable Development Goal: 17. Partnerships for the goals

Volunteer category: National UN Volunteer Specialist

Host entity: UNDP

Type: Onsite

Duration: 12 months
(with possibility of extension)

Number of assignments: 1

Duty stations: Kathmandu

Details: Mission and objectives

UNDP in Nepal
VISION STATEMENT

UNDP Nepal works with the people and Government of Nepal, and other development partners to pursue equitable and sustainable human development goals through eradication of poverty, increase in livelihood opportunities, improvement in community resilience against conflict, disasters and impact of climate change, while laying down strong foundations for a society based on rule of law with an inclusive and participatory democracy.

Context

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.

UNDP Nepal provides administrative support to its country office, projects and UN agencies in Nepal. Towards this end, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Admin Assistant promotes a client, quality and results-oriented approach.

The Admin Assistant works in close collaboration with the Operations, Programme and projects’ staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Under the Direct supervision of the Administrative Analyst, the Admin Assistant provides support to office operations performing variety of standard administrative processes ensuring high quality and accuracy of work.

Task description

Within the delegated authority and under the supervision of Admin Analyst, the UNV Admin Assistant will:

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).
• Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective administrative and logistical support, focusing on achievement of the following results:

•  Organization of shipments, customs clearance arrangements, preparation of documents for UNDP 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 to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
•  Extraction of data from various sources.
•  Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Support to manage the contract archieving of UNDP files with the cargo company
• Assistance in the provision of information for audit.
• Maintenace of records of travel and protocal services by UNDP and support in the cost revovery.

3. Provides support to office maintenance and assets management, focusing on achievement of the following results:

•  Maintenance of records on assets management, preparation of reports.
•  Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services.

4. Provides support to to manage registry on a day to day basis, focusing on achievement of the following results:

• Provision to check the registry on a regular basis and scan for the relevant recipient of the registry
• Forward the registry emails including the applications for various ‘Expressions for Interest’ received by UNDP to relevant units.

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.

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.
•  Any other related tasks as may be required or assigned by the supervisor.

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 UNDP Nepal team member, efficient, timely, responsive, client-friendly, and high-quality support rendered to UNDP Nepal and its beneficiaries in the accomplishment of her/his functions, including:
• Operation support: The administrative functions are carried out in compliance to UNDP rules and polices
• Administrative support: Well managed travel, green travel dash board, up to date registry, and efficient stationery management.
• Procurement: Procurement plan for the admin unit is upto date and is implemented as approved. Timely renewal of Agreements, Contracts, and issuance of POs related to administrative services.
•  Finance: Timely financial transactions of travel and payments related to administrative services.
• 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

Nationality

Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience

3 years of experience in operations focusing on administrative functions and other relevant field.

•  Experience handling travel will be an added advantage.
•  Motivated to contribute towards peace and development and to serve others;
•  Good interpersonal, networking and communication skills;
•  Willingness to contribute and work as part of a team;
•  Flexible and open to learning and new experiences.
•  Respect for diversity and adaptability to other cultures, environments and living conditions.
• Previous experience as a volunteer and/or experience of another culture, (i.e. studies, volunteer work, internship) would be highly regarded;
•  Computer skills (i.e. Word, Excel, PowerPoint, social media, and others).

Other technical knowledge

• Excellent oral and written skills; excellent drafting, formulation, reporting skills;
• Accuracy and professionalism and attention to detail;
• 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: Experience of handling travel services
•  Sound security awareness.
• Have affinity with or interest in UNDP’s work, volunteerism as a mechanism for durable development, and the UN System.

Area(s) of expertise

Administration

Driving license
–

Languages

English, Level: Fluent, Required
Nepalese, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in business studies, Management or other relevant field

Competencies and values

Professionalism: demonstrated understanding of operations relevant to [UNDP];technical capabilities or knowledge relevant or transferrable to [UNDP] 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 [UNDP] in daily activities and behaviours 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 multicultural, 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 [UNDP]’s mission and vision, as well as to the UN Core Values.

Other information

Living conditions and remarks

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

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