Historique

With an office in Kathmandu and three Field Coordination Offices (FCO) in strategic regional locations, the Resident Coordinator’s Office (RCO) is collectively well-positioned to provide evidence-based coordination and information support to the UN Country Team (UNCT) and development partners. Field presence is an invaluable conduit to access local knowledge and for genuine dialogue with local and regional stakeholders. It promotes local-level collaboration between development partners and local stakeholders as well as a crucial insight on socio-economic challenges.

The RCO provides the necessary support, analysis and information to allow the Resident Coordinator (RC) to chair/co-chair key coordination fora by identifying priorities and setting agendas. The RC can take the lead on common issues that require the UNCT to speak with one voice, and present a common position and/or view. On this basis, the RCO is also positioned to strengthen collaboration within and between development partners and promote more comprehensive and multi-faceted programming as well as use of technical expertise. Partnerships are critical to leveraging all the interests, knowledge and resources necessary to achieve collective results.

Under the overall guidance and supervision of Administrative and Finance Officer, and the guidance of head of office, the Administrative and Finance Assistant provides the overall administration and logistical activities in Resident Coordinator Office, ensuring high quality and accuracy of work. The Administrative and Finance Assistant works in close collaboration with the Field Coordination Office, Operations of UNDP Nepal, and other UN agencies to ensure smooth day-to-day operations.

Devoirs et responsabilités

Summary of Key Functions:

• Implementation of operational strategies;
• Provision of effective and efficient administrative support services;
• Proper Implementation of Human Resources Policy;
• RCO Security and Business Continuity Plan;
• Support knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of RCO’s administrative and financial activities with UNDP rules, regulations, policies and strategies;
• Support to the field coordination offices’ finance and administration business processes;
• Initiate and provide necessary support with UNDP for procurement and human resources matters;
• Coordinate with Field offices and the UNDP partner organizations to ensure that the financial transactions are timely done with compliance;
• Provision of inputs for cost saving and reduction strategies in consultations with office management.

Ensures effective and efficient provision of finance and administrative and logistic support services, focusing on achievement of the following results:

• Prepare vouchers and process payments for all the financial transactions of RCHO and also process payment under Direct Payment Request to UNDP for hard currency payments;
• Maintain Proper control of the supporting documents for payment and financial reports, approval of vendors, preparation of PO vouchers for management project;
• Maintenance of the internal expenditure control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in atlas, travel claims, and other entitlements are duly processed;
• Timely corrective action on an unposted voucher, including the vouchers with budget check errors, match exceptions and unapproved vouchers;
• Presentation of the information on financial resources as required;
• Maintenance of accounts receivables from UNDP projects and recording of deposits in atlas;
• Management of cash receipts and petty cash;
• In compliance with UNDP applicable policies, support RCO programming through correct application of small-grant schemes (i.e. MCGA);
• Coordination of the provision of reliable and quality office supplies;
• Support to organization of procurement processes of goods and services for RCO Kathmandu and field offices;
• Liaise with UNDP to ensure timely RCO staff contract extensions making sure that the correct COA is provided;
• Coordinate with UNDP Country Office to resolve international staff HR issues as required;
• Assist in arranging meetings related to UNCT work;
• Support to facilitate the new staffs with required information and office procedure.

RCO Security and Business Continuity Plan:

• Maintain and test RCO communication plan;
• Ensure RCO personnel, offices, residences and equipments are MOSS/MORSS compliant;
• Provides advice on relevant security policies and regulations (e.g. MOSS, the Accountability Framework, SOPs and safe and secure practices) to assist decision makers in determining potential effects on RCO activities;
• Liaising with UNDP, support update and implementation of Business Continuity Management, as required;
• Maintain staff database and online security website for RC office staff members.

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

• Maintenance of inventory records of assets in Kathmandu and field offices, ensuring that all RCO property is properly labeled, assigned and tracked;
• Maintenance of proper filing system for Finance records, administrative records (personnel files, leave records, attendance records, and other documents;
• Coordination of travel, events management, transportation services and insurance, space management, procurement of supplies;

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participate in the training for the operations/ projects staff on finance and administration;
• Maintenance of files and records relevant to office maintenance;
• Support to organization training for the field based staff on Finance and administration;
• Briefing to staff members on general administrative matters; provision of advice and administrative support;
• Sound contributions to knowledge networks and communities of practice.

Compétences

Competencies and Critical Success Factors
Core Competencies:

• Demonstrates commitment to the UN’s mission, vision and values;
• Integrity and commitment to UNRCO’s  mandate and policies;
• Valuing diversity with respect to gender, religion, race, nationality, age and cultural sensitivity; Fostering innovation and empowerment;
• Working in teams;
• Communicating information and ideas/knowledge sharing;
• Self-management/emotional intelligence and conflict management/ negotiating and resolving disagreements;
• Appropriate and transparent decision making;
• Analytical and strategic thinking/ results orientation/ commitment to excellence.

Functional Competencies:

• Results-based programme development and management;
• Leveraging the resources of National Governments and partners/ building strategic alliances and partnership;
• Innovation and marketing of new approaches;
• Organizational awareness;
• Negotiation and conflict resolution skills;
• Job knowledge/ technical expertise;
• Hard working and ability to meet the deadlines.

Qualifications et expériences requises

Education:

• Completion of Bachelor’s Degree in business studies, business administration or any other discipline.

Experience:  

• 5 years of relevant experience in administration or programme support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems;
• Hands on experience with UN and experience of using atlas would be an added advantage.

Language:
Fluency in English and Nepali languages.