Project Assistant/Receptionist

Position: Project Assistant/Receptionist

Job Info

Job Identification: 31082
Apply Before: 02/18/2026, 11:59 PM
Job Schedule: Full time
Locations: Kathmandu, Nepal
Agency: UNDP
Grade: NPSA-5
Vacancy Type: National Personnel Service Agreement
Practice Area: Nature, Climate and Energy
Bureau: Regional Bureau for Asia and the Pacific
Contract Duration: 1 Year with Possibility for extension
Required Languages: Nepali and English
Vacancy Timeline: 2 Weeks

Job Description

Background

While climate change is observed across Nepal, the rate of temperature increase is more pronounced at higher altitudes. This temperature rise accelerates the rate of glacial retreat, increasing the size of glacial lakes located in these high-altitude areas and, in turn, their likelihood of breaching in the form of Glacial Lake Outburst Floods (GLOF) which cause severe flooding, landslides and mudflows that damage infrastructure and private assets, and disrupt transportation networks, agricultural production, power supplies from hydropower plants and tourism activities. Damages from GLOFs are often irreparable for decades, with considerable economic costs, particularly to downstream populations. The risk of GLOFs is further exacerbated by increasing temperatures which increase the rate of snow and ice melt and the proportion of precipitation falling as rain, which increases the volume of the lakes, thereby reducing the amount of ‘freeboard’, which increases the likelihood of overflow and the intensity of resulting floods.

The Thulagi, Lower Barun, Lumding Tsho and Hongu 2 Lakes are at exceptionally high risk of breaching having already exhibited considerable increases in volume, accelerated degradation of their ice-cored moraines, and a reduced amount of ‘freeboard’ as a result of climate change. Combined, these factors have destabilized the lakes, exposing the Gandaki Basin and the Dudhkoshi and Arun Sub-basins to the threat of a GLOF event. Without intervention, these glacial lakes could breach at any given moment, adversely impacting vulnerable Nepalese communities.

In response to this risk, USD36 millions of GCF funds, alongside USD14 million in cofinance, will be directed to reduce the risk and impacts of GLOFs at the four priority glacial lakes by shifting towards a proactive approach to GLOF risk reduction in Nepal. The proposed project presents an integrated approach to GLOF risk management in Nepal by addressing institutional and technical capacities, physical protection (both grey and green infrastructure approaches), hazard monitoring and early warning. This integrated approach will utilise GCF funds to: i) lower the water levels of four glacial lakes to reduce their risk of breaching; ii) implement Eco-Disaster Risk Reduction interventions in mountain ecosystems to mitigate the residual flood impacts from a GLOF; iii) establish and implement early warning systems to alleviate damages and prevent the loss of lives from GLOFs; and iv) strengthen the technical and institutional capacity of Nepal’s Department of Hydrology and Meteorology to plan for and respond to GLOFs and floods. These interventions will catalyse a shift from a need- and project-based approach towards proactive and pre-emptive approaches, engendered through strengthened capacity among institutions and communities.

The project will be implemented following UNDP’s support to National Implementation Modality (NIM), with Department of Hydrology and Meteorology (DHM) under Ministry of Energy, Water Resources and Irrigation (MoEWRI) of Nepal serving as the Implementing Partner. Under this modality, UNDP is supporting DHM in recruiting key positions for the establishment of a Project Management Unit, which will be based in Kathmandu, Nepal. Members of the PMU will collectively be responsible for overall planning and budgeting, collaborating with other ministries, sectors and government entities to implement the project performance management system; bidding for the provision of project consultancy services; coordination with the responsible parties in terms of bidding of goods and services; disbursement and implementation of project audits, operation of accounts, monitoring and preparation of overall project reports (annual), and safeguards policy monitoring reports.

Duties and Responsibilities

The Project Assistant/Receptionist will provide day-to-day operational, administrative, and coordination support to ensure smooth implementation of the Nepal GLOF Project. The role will focus on facilitating project activities in line with approved work plans, supporting monitoring and reporting processes, strengthening stakeholder engagement, and maintaining compliance with UNDP and donor requirements. The Assistant will be responsible for managing documentation, logistics, and office information systems, while also contributing to knowledge management, visibility, and the integration of gender equality and social inclusion (GESI) across project operations. By ensuring effective coordination and efficient office support, the Assistant will play a key role in enabling the project team to deliver results on time and to standard.

1. Facilitation and Coordination of Daily Project Operations:

Provide day-to-day operational support to ensure effective implementation of project activities in line with annual and quarterly work plans, timelines, and UNDP/GCF standards.
Compile, summarize, and organize input for project documents, proposals, and budgets in consultation with the project team, ensuring completeness and accuracy.
Review project-related documents and submissions for compliance with UNDP rules, donor requirements, and internal procedures, identifying inconsistencies and referring them to supervisors for resolution.
Provide logistical, administrative, and procurement support to facilitate smooth execution of project events, workshops, field visits, and technical missions, ensuring all arrangements adhere to UNDP protocols.
Support data collection and reporting for gender equality, social inclusion, and other cross-cutting issues within project activities, ensuring data quality and alignment with project indicators.
Manage incoming and outgoing correspondence through the e-registry system, ensuring accuracy, confidentiality, and timely distribution to relevant offices.
Maintain accurate records of file movements, bids, tenders, and other sensitive documents in line with UNDP policies, procedures, and retention schedules.
Provide courteous and professional front-desk services, including receiving visitors, directing inquiries, and operating the office switchboard according to UNDP standards.
Maintain up-to-date contact lists, directories, and stakeholder information for UN staff, project partners, and community counterparts.
Support routine administrative tasks including inventory management, preparation of meeting minutes, and coordination of office logistics.

2. Strengthening Partnerships, Communication, and Stakeholder Engagement:

Maintain and regularly update a comprehensive database of government counterparts, development partners, NGOs, and community beneficiaries relevant to the project.
Assist in the management of contracts with implementing partners, monitoring deliverables, timelines, and compliance with agreed terms.
Support effective communication and coordination with stakeholders through timely correspondence, information sharing, and dissemination of project materials, reports, and visibility content.
Facilitate dissemination of project outcomes, lessons learned, and good practices to partners, communities, and broader networks to enhance visibility and stakeholder engagement.

3. Monitoring, Reporting, and Compliance Support:

Assist in implementing the project’s monitoring and evaluation framework to track progress against defined indicators, outputs, and targets.
Collect, analyze, and summarize data to support internal and external reporting, audits, and donor requirements, ensuring accuracy and timeliness.
Support the organization and facilitation of monitoring visits, evaluation exercises, workshops, and stakeholder consultations to assess project progress and identify implementation gaps.
Contribute to the preparation of progress reports, briefing notes, and updates for supervisors, donors, and other relevant stakeholders.
Maintain accurate expenditure and reporting records, ensuring compliance with UNDP procedures, donor guidelines, and internal control standards.

4. Knowledge Management, Documentation, and Learning Support:

Maintain systematic filing, archiving, and documentation of project data, reports, case studies, photographs, and visibility materials for easy retrieval and reference.
Document lessons learned, success stories, and best practices to inform future programming, project planning, and decision-making processes.
Contribute to digital knowledge platforms, communities of practice, and networks relevant to climate action, GESI, and UNDP project operations.
Support planning, coordination, and facilitation of training sessions and capacity-building activities for project staff, partners, and stakeholders.

5. Integration of Gender Equality, Social Inclusion, and Safe Practices:

Assist in preparing periodic Gender Equality and Social Inclusion (GESI) reports, ensuring alignment with UNDP, donor requirements, and internal monitoring frameworks.
Promote a respectful, inclusive, and safe workplace culture through daily interactions, team collaboration, and adherence to organizational policies.
Support the integration of gender equality, social inclusion, and Do No Harm principles into all project operations and community-level activities.
Ensure safe implementation of project interventions at the community level, working closely with partners and sub-grantees to uphold safeguarding standards.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The PMU will be headed by the Project Coordination Specialist (PCS). The Project Assistant/Receptionist will report directly to Administrative and Finance Analyst. The PMU will operate under the overall guidance of the National Project Director (NPD) — as assigned by MoEWRI.

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

Administration & Operations

Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Events Management (including retreats, trainings and meetings)

•  Support office with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Asset Management

•  Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in Quantum , Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Business Management

Communication

• 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

Customer Satisfaction/ Client Management

•  Respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs;
•  Provide inputs to the development of customer service strategy;
•  Look for ways to add value beyond clients’ immediate requests;
•  Anticipate client’s upcoming needs and concerns.

2030 Agenda: Peace
Governance – Inclusion and Participation of Marginalised Groups

2030 Agenda: People
Gender – Innovation for Gender Equality

Required Skills and Experience

Education:

• High School degree is required.

or

• A first-level university degree (bachelor’s degree) in Public/ Business Administration, social sciences or related field will be given due consideration, but it is not a requirement.

Experience:

• A minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant progressively responsible secretarial and/or administrative service experience is required at the national and/or international level

Required Skills

•  Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook) and ability to use online information management systems.
•  Strong ICT skills, including the application of digital tools in day-to-day work.

Desired Skills in addition to the competencies covered in the Competencies section

• Demonstrated experience providing operational and administrative support in development or project settings.
•  Experience in similar assignments at the development cooperation agency or international organizations/ companies.
• Knowledge of project administration processes, including procurement, logistics, reporting, and compliance with donor procedures.
•  Prior knowledge and experience of managing program related budgets with basic knowledge of programme management.
•  Prior experience in organizing events, workshops, or field visits.
•  Knowledge of gender equality, social inclusion, and safeguarding principles, with ability to apply them in project operations.
•  Prior experience of handling telecoms, and reception related functions.
•  Experience using digital knowledge platforms, registry systems, or ERP software for project administration.
•  Adapt quickly to changing priorities and support coordination in fast-paced project environments.

Required Language(s)
Fluency in of English and Nepali is required.
Knowledge of any other national language will be an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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