Administrative Assistant/Travel (Open only for Nepali citizens)


Location : Kathmandu, NEPAL
Application Deadline :22-Oct-18 (Midnight New York, USA)
Additional Category :Management
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Jan-2019
Duration of Initial Contract :One Year
Expected Duration of Assignment :One Year with possibility of extension

Background

Job Purpose and Organizational Context

UNDP has been supporting the Nepalese people in their struggle against poverty since it opened an in-country office in 1963. Much of this support has gone to building up the capacity of government agencies, civil society and community groups to fight poverty, and to bringing these groups and Nepal's donors together to design and implement successful poverty alleviation projects.

 In parallel to the roll-out of its new Country Programme, 2018-2022, UNDP Nepal is reorganizing internally and moving towards strategically repositioning UNDP’s global contributions in support of the Sustainable Development Goals and collaboration with national development partners.  Nepal is accelerating its agenda of federalization while reconciling aspects of its Constitution which have implications for how UNDP engage with central and local level authorities.  Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.

 Under the guidance and direct supervision of the Administrative Analyst, the Administrative Assistant/Travel   provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

 The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.


Duties and Responsibilities

Duties and Responsibilities

In this section list the primary responsibilities of the position (Typically five).As needed add additional context below the responsibilities.Tip: Focus on what the job entails not how to do the job.

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

  1. Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  2. Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  3. Provision of inputs to preparation of administrative team results-oriented workplans.

Supports travel management processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

  1. Processing of Purchase orders for travel in Atlas. Ensures availability of budget according to COA.
  2. Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies.
  3. Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price.
  4. Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.
  5. Arrangements for security clearance when required.
  6. Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices.
  7. Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.
  8. Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
  9. Processing of application and renewal of UNLP for UN staff.
  10. Preparation of routine correspondence, memoranda and reports in accordance with CO SOP.
  11. Reconciliation of settlements to be paid by the Finance Unit.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

  1. Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments      (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
  2. Performance of a Buyer role in Atlas and preparation of POs for travel activities.
  3. Administrative support to conferences, workshops, retreats.
  4. Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
  5. Supervision of Country Office drivers.
  6. Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
  7. Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
  8. Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
  9. Maintenance of the filing system ensuring safekeeping of confidential materials.
  10. Extraction of data from various sources.
  11. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  12. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
  13. Assistance in the preparation of budget, provision of information for audit.

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

  1. Maintenance of records on assets management, preparation of reports.
  2. Maintenance of files and records relevant to office maintenance
  3. Provision of support to maintenance of common premises and common services

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

  1. Participation in the training for the programme, operations and projects staff on procurement and travel.
  2. Sound contributions to knowledge networks and communities of practice.


Competencies

Competencies and Selection Criteria

 

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level.  A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 

Core

 

Innovation

Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;

Technical/Functional

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 and hiring managers are encouraged to familiarize themselves for more information

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Quality Assurance

Ability to perform administrative and procedural activities and ensure that quality requirements and goals are fulfilled

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, asset management, logistical support) to meet operational needs

Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Team work

Ability to work effectively with diverse groups of professionals towards common goals

Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

Knowledge Management

Ability to efficiently handle and share information and knowledge

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work


Required Skills and Experience

Recruitment Qualifications

Education:

Secondary education with specialized training in administration or Bachelors degree in Business, Public Administration.

Experience:

5 years  with secondary school or 2 years with Bachelor’s degree,  of administrative experience in the areas of administration, travel service.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web based management systems.

 

Language Requirements:

Proficiency in English and Nepali.


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


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