Background

Nepal’s agriculture shows weak growth rates with low productivity, coupled with a food trade deficit and high malnutrition. This is associated with low marketed volumes and farmers’ limited access to agriculture technology. Postharvest losses are high, with careless crop handling and a lack of storage facilities.

Against this backdrop, the project on value chain development of fruits and vegetables focuses on increasing production, reducing postharvest losses and promoting market linkages. Led by the Ministry of Agriculture and Livestock (MoAL), Korea International Cooperation Agency (KOICA), and United Nations Development Programme (UNDP), the 5-year project aims to increase incomes for smallholder farmers growing fruits and vegetables. It targets two road corridors (the B.P. and Arniko highway and the Kathmandu-Pokhara highway) in provinces 3 and 4. About 10,000 farmers and 20 cooperatives will be beneficiaries.

Management arrangements:

The Administration Assistant will work under the guidance and supervision of the National Project Manager and the Administration and Finance Officer. S/he will work in close collaboration with UNDP Nepal office, government partners, the donor and other relevant stakeholders.

Duties and Responsibilities

Under the direct supervision and guidance of the Administration and Finance Officer, the Administration Assistant will be responsible for general project administration; management of day-to-day office activities; and liaison with counterparts. S/he will provide comprehensive secretarial support to the project senior staff, including drafting correspondence, taking of minutes, arranging and organizing project events, making travel arrangements and related tasks.

Duties and Responsibilities:

  • Be responsible for day-to-day project correspondence, information sharing, and filing ensuring that appropriate follow-up actions are taken;
  • Day to day payments with full compliance of relevant guideline and proper recording of disbursement and all financial transactions;
  • Operation of software and produce reports to assist to AFO;
  • Prepare project inventory, update project files, dispatch letters, recording of incoming and outgoing mails, and record of capital and non-expendable goods;
  • Proper recording, marking and coding of fixed assets and also maintain records of office supplies;
  • Ensure vehicle log books are maintained properly;
  • Petty cash is operated and handled smoothly;
  • Procurement of office supplies and other expendable items in close coordination of AFO;
  • Maintain proper records of staff leave, monthly timesheet, travel, consultants and other stakeholders;
  • Maintain record of donors, partners, stakeholders and others to ease for correspondence;
  • Maintenance of office equipment, vehicles and other equipment;
  • Logistics support for meetings, workshop, training and seminars;
  • Assist to Admin & Finance Office in organizing administrative works smoothly;
  • Assist in organizing field visits and travel.

Impact of Function

  • Successful management of the value chain development of fruits and vegetables project in compliance with the Government of Nepal’s and UNDP’s rules and procedures.

Competencies

Corporate Competencies:

  • Demonstrates integrity by modelling the UN’s values and ethical standards;
  • Serves and promotes the vision, mission, and strategic goals of UNDP;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Good inter-personal skills;
  • Clear and upfront communication skills;
  • Treats all people fairly without favouritism;
  • Collaborates effectively in a team environment;
  • Organized and good with following-up on pending issues; meets deadlines;
  • Promote learning and knowledge management/sharing;
  • Focuses on delivering results by taking calculated-risks and problem-solving approach;
  • Fair and transparent decision making; regularly shares information with team members;
  • Actively works towards continuing personal learning and development.

Functional Competencies:

  • Demonstrate ability to identify and anticipate bottlenecks, as well as seek guidance;
  • Ability to maintain a high level of accuracy, confidentiality concerning financial and employee files;
  • Ability to organize and complete assignments within deadlines;
  • Integrity and impartiality, ability to work with external partners e.g. supplier, vendors, service providers;
  • Ability to convey difficult issues and positions to senior officials proactively seek guidance and make clear recommendations to line managers;
  • Dynamic and results-oriented;
  • Strong verbal and written skills; ability to draft short memos and conduct presentations;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calm, in control and good humoured even under pressure;
  • Demonstrates openness to change and ability to manage complexities; can multi task;
  • Willing to work long hours;
  • Responds positively to critical feedback and differing points of view;
  • Solicits feedback from staff about the impact of his/her own behaviour highest standards of integrity, discretion and loyalty.

Required Skills and Experience

Education:

  • Intermediate level in Business Administration or relevant field. Bachelor’s degree will be preferable.

Experience:

  • At least 5 years of work experience in the relevant field;
  • Experience in providing administrative support for the project implementation;
  • Prior work experience in UNDP financed projects would be an asset.

Language Requirement:

  • Fluency in spoken and written Nepali and fluency in spoken and written in English would be advantageous.

Other:

  • Good knowledge of computer applications such as word, excel, and power point