Website UN Women
Procurement and Administrative Assistant
General
Description of assignment title: Procurement and Administrative Assistant
Assignment country: Nepal
Expected start date: 15/08/2024
Sustainable Development Goal: 5. Gender equality
Volunteer category: National UN Youth Volunteer
Host entity: UN Women
Type: Onsite
Duration: 12 months
(with possibility of extension)
Number of assignments: 1
Duty stations: Kathmandu
Details
Mission and objectives
The Government of Nepal has adopted important normative frameworks for women’s human rights, including the Convention on the Elimination of All Forms of Discrimination Against Women (CEDAW), Beijing Declaration and Platform for Action, 2030 Agenda and its Sustainable Development Goals, and UN Security Council Resolutions 1325 and 1820. These commitments are enshrined in the Constitution of Nepal and efforts are being taken to ensure that all laws and policies conform with the constitutional provisions on gender equality.
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
Established by General Assembly resolution 64/289 of 2 July 2010 on system-wide coherence, with a mandate to assist the Member States and the United Nations system to progress more effectively and efficiently towards the goal of achieving gender equality, women’s empowerment, and upholding women’s rights, UN Women’s global programmatic priorities for the period 2018-2022 are: (a) a comprehensive and dynamic set of global norms, policies and standards on gender equality and the empowerment of all women and girls is strengthened and implemented; (b) women lead, participate in and benefit equally from governance systems; (c) women have income security, decent work, and economic autonomy; (d) all women and girls live a life free from all forms of violence; and (e) women
Context
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls, the empowerment of women, and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace, and security. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments to gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
In line with the United Nations Sustainable Development Cooperation Framework (2023-2027), and the UN Women Nepal’s current Strategic Note (SN) 2023-2027, UN Women Nepal has identified “Environmental Sustainability, Climate and Disaster Resilience” as one its key priorities highlighted in Outcome 1.3 that “By 2027, more people, especially women, youth, children, and the most marginalized and poor, increasingly benefit from and contribute to building an inclusive, sustainable, climate-resilient, and green society and reduced impacts of disasters at federal, provincial, and local levels”.
Under the overall guidance of the Operations Manager and the daily supervision of the Procurement and Administrative Associate, the Procurement and Administrative Assistant supports the execution of transparent and efficient procurement and administrative services and processes consistent with UN Women rules and regulations. The Procurement Assistant also works in collaboration with regional, programme and operations staff to successfully deliver procurement, logistics and administrative services.
Task description
Within the delegated authority and under the supervision of Procurement and Administrative Associate and in close coordination with Operations Manager, the UNV Procurement and Administrative Assistant will:
1. Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies
- Assist substantive inputs to procurement associate to prepare reports and analyses
- Implement procurement management policies and strategies;
- Support/Contribute to the development of sourcing strategies.
2. Coordinate and organize procurement processes
- Assist in procurement plans for the office and monitor their implementation;
- Generate procurement related reports; research and draft responses to enquiries;
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
- Support to organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
3. Provide Administrative support as assigned by Administrative Associate/Operations Manager under security functions:
- Maintain up-to-date lists of personnel and recognized dependents of UN Women and submit them to UNDSS.
- Maintain security filing/documents for sharing with UN Women personnel and UNDSS, such as the phone tree and security plan, as required by SRM Measures and the UN Women Safety and Security Compliance Survey (SCSS).
4. Travel processing and administrative support
- Process TR/TC for the subsequent creation of Purchase Order/Invoice in the ERP system.
- Review all PO/TRs/TCs every month to determine whether they should be closed/cancelled or remain open.
- Maintain supporting documentation as required by the Duty Travel Policy electronically in the UNALL T&E and Quantum systems for audit purposes.
- Support to liaise/manage on office maintenance
5. Facilitate knowledge building and knowledge sharing:
- Participate in trainings for the operations/projects staff;
- Provide support to the synthesis of lessons learnt and best practices.
6. Perform other administrative tasks as assigned by supervisor ensuring it is compatible with procurement role, free from conflicts of interest, and in compliance with UN Women rules, regulations, policies.
7. Provide back up support during Procurement and Administrative Associate absence.
8. Other adhoc duties as and when required
- 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 UNWOMEN team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UN Women and its beneficiaries in the accomplishment of her/his functions,
- Procurement and administrative services provided effectively and smoothly.
- Logistical services for event management, workshops, meetings are carried out properly and efficiently;
- Travel records are properly reconciled
- 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
1 years of experience in the national level procurement/administration with training in procurement management is an asset, as is experience working in the UN or other international development organization;
Other desired/mandatory required technical knowledge:
- 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 UN Women, volunteerism as a mechanism for durable development, and the UN System.
Area(s) of expertise
Administration, Business management
Driving license
–
Languages
Nepalese, Level: Fluent, Required
English, Level: Fluent, Required
Required education level
Bachelor degree or equivalent in a relevant area, e.g. Business or Public Administration or related fields is an asset.
Competencies and values
Professionalism: demonstrated understanding of operations relevant to UN Women; technical capabilities or knowledge relevant or transferrable to UN Women 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 UN Women 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 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 UN Women’s mission and vision, as well as to the UN Core Values.
Other information
Living conditions and remarks
Kathmandu, the capital of Nepal, lies under the Phase 1 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. Nepal is a unique country and provides for an interesting and enriching environment, but also requires a mature level of cultural awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable.
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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