Administration Clerk

Administration Clerk

Job categories: Administration
Vacancy code: VA/2024/B5516/28769
Department/office: AR, SAMCO, Nepal
Duty station: Kathmandu, Nepal
Contract type: Local ICA Support
Contract level: LICA-2
Duration Open-ended subject to organizational requirements, availability of funds and/or satisfactory performance

Application period: 23-Oct-2024 to 08-Nov-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

Background Information – Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement, and infrastructure services to a wide range of governments, donors, and United Nations organizations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical, and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

UNOPS Nepal Context:

Since 2015, UNOPS has engaged closely with the Government of Nepal and several development partners in development efforts of the Government of Nepal including the modernization of the Nepal Police, the post-earthquake assessment of damaged buildings, and the enrollment of beneficiaries into housing grant schemes. UNOPS has helped to improve policing services. It has supported homeowners engaged in the reconstruction process, retrofitting damaged houses, and reconstruction of disability-friendly schools. It has also delivered essential equipment to support COVID-19 response efforts.

The functional objective of UNOPS Nepal is to deliver its projects efficiently and effectively in alignment with government priorities following UNOPS rules and regulations. This is to drive forward the outcomes sought by the clients and funding partners and contribute to the achievement of Sustainable Development Goals (SDGs) while ensuring gender, diversity, and inclusion are mainstreamed in all its work for the people of Nepal.

Project Information:

FCDO’s Security and Justice Programme (SJP) is a five-year programme (2023-27) with an anticipated budget of up to GBP 35 million. The programme will continue the recently completed Integrated Programme for Strengthening Security and Justice (IPSSJ)’s dual focus on tackling criminal violence, in particular gender-based violence (GBV), and supporting respective Government entities, including Nepal Police, to strengthen their services.

Building on the ongoing Launch of the SJP (Inception Phase), the multi-year SJP will support more representative, accountable, and responsive policing and also help tackle gender-based violence in Nepal. The programme will contribute to the following result areas:

1. Security and justice providers have improved their capacity to serve the public and manage relationships with communities, leading to increased public safety with increased trust from people in the state.

2. Security and justice institutions at the Provincial and Palika levels have effective, accountable, inclusive, and sustainable systems in line with the federal constitutional mandates to improve their skills and better manage their resources to meet people’s security and justice needs.

3. Decreased prevalence of GBV led by increased access to services for those who seek them.

The 2015 constitution of Nepal, envisages the devolution of policing in Nepal into 7 provincial Police Services and a Federal Police Organization (Nepal Police) in the federal sphere. How they combine to provide policing services in Nepal remains a work in progress. It will be highly complex in terms of changes in legislation, policy, administration, and organizational culture, even while standards of coordination and delivery must be maintained across the whole country. The changes will require new ways of working under SJP and create new needs to which UNOPS will seek maximum impact in its project period in at least three target provinces.

Functional Responsibilities

Under the direct supervision of the Administration and Logistics Senior Assistant, the Administrative Clerk is responsible for providing administrative and office support functions, ensuring high quality of work, accurate, timely, and properly recorded and documented service delivery, including effective and efficient functioning of the project office, full confidentiality in all aspects of the assignment, and maintenance of protocol procedures. The incumbent is expected to perform the following duties and responsibilities including:

1. Office Support/Reception Functions:

• Routing of telephone calls and communication of messages within the office for appropriate action.
• Receipt of all visitors and incoming phone calls and directing them to the relevant unit/ individuals.
• Booking, setting up, and co-ordination of meeting rooms and video conferencing facilities for meetings.
• Collection, distribution, and dispatch of daily incoming and outgoing normal / courier mail and documents.
• Photocopying, scanning of documents, punching and binding reports, preparing folders, packing of goodie bags for donors
• Assist in the maintenance of a stock control and supply system for all office consumable items.
• Assist the supervisor in ensuring the proper functioning of office utilities, e.g. water supply, electricity, etc.) and as per instructions from the Administration Senior Assistant, supervision of maintenance work in the office
• Doing all the cleaning of the office
• Assist the supervisor in the maintenance of the office’s general filing system.
• Under the guidance and supervision of the Admin Senior Assistant, maintain office log books related to stationary, kitchen items, sanitary items, drinking water, and fuel used for generators

2. Administrative Functions:

• Support the organization of special corporate events, luncheons, and receptions for high-level invitees from governments, UN agencies, governmental/non-governmental organizations, donors, and other partners
• Support to organization of internal meetings, conferences, workshops, and retreats; and logistics arrangements, including circulation of the documentation to be reviewed, minutes, and follow-ups.
• Support to the management team (administrative, logistical, and secretarial services)
• Handling certain payment accounts on a monthly basis
• Perform other related duties as required.

Education/Experience/Language requirements

Education:

• A High School Diploma is required

Experience:

• 2 years experience in clerical support
• Basic office skills.
• Experience in administrative or clerical activities is an added advantage.

Language:

• Fluency in writing and speaking Nepali and English is required

Contract type, level and duration

Contract type: ICA
Contract level: Local ICA Support-2
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.