Background

In May 2009, the Government of Nepal (GoN) launched the Nepal Disaster Risk Reduction Consortium (NRRC). Under the leadership of the Government of Nepal, the NRRC brings together international financial institutions such as the Asian Development Bank and the World bank, Red Cross / Red Crescent Movement, NGOs, the United Nations system (UN) and development partners in an ambitious program to coordinate and fund disaster preparedness and risk reduction. Reporting to the Disaster Risk Reduction Advisor, the NRRC Associate provides administrative and secretariat support to the Nepal Risk Reduction Consortium.

Duties and Responsibilities

• Coordinate NRRC meetings at the request of Secretariat Coordinator with GoN, in-line ministries and members of NRRC, Donors etc
• Coordinates administrative  and logistical planning of various events - e.g., meetings, conferences, seminars, workshops, etc. – including the delivery of invitations, preparation of agenda and coordination of briefing packs, and minutes of meetings.
• Facilitate project team communication, through meetings, regular contacts and using communication tools.
• Manage interactions with clients and provide timely and appropriate information as needed. This post holds particular responsibility for the provision of information in Nepali.
• Develop appropriate materials in collaboration with the Communication Unit at the Secretariat, which will facilitate information sharing with the general public (eg web and media material) as well as with key stakeholders (Flagship leads and communities, relevant local authorities, embassies, Donors). This is primarily information with regard to the NRRC. Note: it is unknown at his point whether the public information function will sit within the Secretariat or in another structure however liaison and coordination with this function will form part of the role.
• Prepare Quarterly Progress Updates
• At the request of the Secretarial Coordinator liaise with development partners and line ministries to ensure adequate and timely technical inputs in the roll out of the programme
• Coordinate for the execution of performance contracts and assist in contract amendments where necessary.

Coordinate internal operations:

• Manage internal processes on behalf of the project team e.g. archiving, IT requirements
• Maintaining project documents and other files (both paper and electronic) up to date
• Maintaining distribution lists, contact lists of project stakeholders, and distributing documents to them as required
• Update funds tracking matrix; provide inputs and regular updates to work plans, action plans, calendar of events, M&E framework, and lessons learned in consultation with the implementing partners and stakeholders of the NRRC and as these tools are agreed by the Key Stakeholders
• In coordination with UNDP personnel ensure effective management of budgets and reporting as required.

• Manage the daily administration of the project.
• Draft  Update documents general correspondence and responses to enquiries and field requests for Information and brief them as required
• When required, represent the coordinator at project meetings and Workshops.
• Be the first point of contact for partners and contractors as requested by the Secretariat Coordinator

• The NRRC has comprehensive administration and information management systems that are appropriate and up to date.
• All necessary reporting deadlines are met and monitoring mechanisms, when approved by key stakeholders, are well maintained with results communicated clearly.
• Constructive relationships are built and maintained with all internal and external actors that impact NRRC delivery.
• Knowledge products, that capture both best and failed practices are developed and disseminated.
• Appropriate databases of donors and implementers are made and maintained.

Competencies

• Demonstrated high moral integrity by modelling the UN’s values and ethical standards, impartiality and discretion and proven capacity of initiative, discretion and autonomy.
• Displays respect to diversity and cultural, gender, religious, race, nationality and age sensitivity.
• Tact, sensitivity and an ability to manage complex highly sensitive matters and solve problems discreetly and effectively;

 Functional Competencies

• Good listening skills and the confidence to ask for clarification when required
• Ability to meet deadlines and prioritize multiple tasks. Work planning, results monitoring and reporting.
• Maintenance of productive working relationships with partners and a friendly cooperative communication style at all times
• An understanding of the particular sensitivities of stakeholders in the NRRC Programme.
• Promotes knowledge sharing in the NRRC and a learning environment through leadership and personal example.
• Is proactive and makes suggestion. Is confident when reminding other team members of commitments or deadlines.
• Has strong problem solving capacities
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
  

Required Skills and Experience

• Bachelor's Degree in disaster risk management, social sciences or any other related field

• Five years relevant experience in the field of comprehensive development programmes with national and international agencies, experience in DRM is preferred
• Solid experience in areas of administration, coordination, information management, monitoring and evaluation
• Excellent writing, editing, and oral communication skills in English
• Experience working in an international organization, experience working with UNDP or another UN agency is an asset.

• Fluency in English and Nepali at professional level are essential.

• Good knowledge of computer applications especially MS Office.