Enhancing Access to Justice through Institutional Reform Project-II (A2J-II) implementing under Nationally Implemented Modality (NIM), is the second Phase of Access to Justice project closed in 2021. Under the overall leadership of the Ministry of Law, Justice and Parliamentary Affairs (MOLJPA), the project will be implemented jointly and in a close partnership with UNDP Nepal.
The A2J Project II aims to enhance access to justice of women and other marginalized communities by strengthening the integrated legal aid services and criminal justice system in Nepal. Furthermore, the project focuses mainly on supporting the implementation of integrated legal aid frameworks by establishing necessary frameworks to deliver the justice at the local level, strengthening justice sector institutions to provide effective remedies to protect and promote the rights of women and marginalized groups as per the national and international commitment and empower women, and other marginalized groups, in particular Dalit, PWD, LGBTIQ + and Poor ones to claim their rights and participate in judicial governance/civic life.
The Project will be implemented in a close coordination and partnership with government stakeholders at federal, provincial and local level. The Attorney General Office, Justice sector actors, Nepal Bar, Province and Local Governments including Judicial Committees will be the partners to work in a coordinated manner to achieve overall goals of the project. The Project aims to be implemented in four provinces namely, Sudurpaschim, Karnali, Province No.2 and Province N0. 1. The districts and local level will be selected through a rapid mapping exercise.
The Project Associate will be working under the direct supervision of Administrative and Finance Officer and under the guidance of the National Project Manager, will provide necessary support for implementation of project activities.
Duties and Responsibilities
The Project Associate (PA) will be responsible for ensuring logistic arrangement for project’s activities, small and medium scale procurement, staff’s personnel file management, local and international travel arrangement, meeting arrangement and minuting, contracts administration and other day to day administrative and financial operation.
The Key responsibilities include:
1. Project Management Support
- Provide support to organize Project Executive Board meeting, Donor’s consultation meeting, Annual review and planning meeting with Partners and stakeholders;
- Provide support for draft meeting minutes for staff meeting, donors meeting, Project executive board meeting etc.;
- Arrange appointments of the senior project staffs i.e. Portfolio Manager, National Project Director, National Project Manager, Coordinators and Officers as required;
- Provide support to NPM in documentation, filing of project related documents such as meeting minutes, reports, and plans;
- Coordinate with project partners, field offices, consultants and beneficiaries for logistic arrangement;
- Perform English and Nepali typing as requested by Project staff;
- Draft routine correspondence on matters concerning project activities and maintain incoming and outgoing letters, provide support for distribution properly.
2. Provide Procurement and Logistic support to the project
- Provide support to program management team in selection of consultants, experts and mobilize expertise from the partners, other UNDP projects and CSOs ;
- Provide logistical support for conducting various training programs, workshops, and meetings etc. by arranging program venue, transportation, food, accommodation, stationeries and DSA etc.;
- Provide support for selection of program venue by solicitating price quotation, LTAs from the vendors and UNDP, prepare financial comparatives, obtain approval, issue of Purchase Order etc.;
- Collect invoices of conducted program from vendors, validate it with comparatives and forward it for payment processing with supporting documents;
- Provide support for other minor procurements i.e., equipment’s, goods and office supplies as and when required;
- Provide support for issuing air tickets for national and internal travels by collecting authorized travel documents and reporting for payment advice by collecting travel details as per rules;
- Provide support for preparing financial settlement of program staff, vendors and consultants by checking and validating bills and documents, prepare a payment summary of the expenditure and report it to the AFO regularly;
- Handle payment disbursement of signed cheques, collect payment receipt, office seal and maintain it in voucher files properly.
3. Administrative support-personnel profile, leave management etc
- Maintain staff’s personal files intact by filing contracts, PAR, and other various personal details. Update and maintain staff leave records properly;
- Maintain up-to-date external contact lists, monitor and supervise for handling all incoming phone calls in the front desk;
- Provide support to E-TDS filing and VAT filing in an online system of the Inland Revenue Department;
- Performo other tasks related to project work as per the requirements of the project.
4. Documentation and record management
- Provide support for archiving of knowledge products and project documents produced by the project;
- Handle e-filing and archiving of knowledge products in cloud server;
- Perform other tasks as instructed by Admin and Finance Officer and assist in a day-to-day business.
5. Gender and Social Inclusion ( GESI)
- Ensure GESI is mainstreamed in the budget, AWP, procurement and all other administrative work to be undertaken by the project
- Fully comply with UNDP’s GESI policy and zero tolerance for sexual and gender based violence
Create a safe working environment by developing respectful and safe organizational culture and supporting practices;
Collaborate with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach;
Maintain higher sensitivity while working with women, children, people living with disability, LGBTIQ + and the members of vulnerable and excluded groups.
- Adaptability to change and ability to manage complexity.
- Adequate knowledge of Office administration, management, planning and monitoring, and exposure to a wide range of human rights and humanitarian issues; conceptual and strategic analytical capacity,
- Ability to analyse and articulate the human rights and humanitarian dimension of complex issues;
- Ability to work under extreme pressure; very good knowledge of institutional mandates, policies and guidelines pertaining to human rights and humanitarian affairs.
Commitment to Continuous Learning
- Willingness to keep abreast of new developments in the field.
- Excellent communication (spoken and written) skills, including the ability to convey the message to counterpart at all level.
Planning & Organizing
- Ability to plan the work, meet tight deadlines and handle multiple concurrent projects/activities.
- Fully proficient in the use of computer and relevant software applications such as MS Word, MS Excel, MS PowerPoint, MS Vision, Email and Internet, etc.
- Excellent interpersonal skills, ability to establish and maintain effective partnerships and working relations in a large organisation comprised of multi-cultural, multi-ethnic environment.
Required Skills and Experience
- Completion of Bachelor degree in management, humanities or social sciences ore relevant field.
- At least 3 years of relevant work experience with UN or INGO or similar development agency;
- Sound knowledge of project management, procurement, logistical arrangement and office administration;
- Excellent command of MS Word and MS Excel, MS power points and proficient in use of emails and Internet. Ability to type in Nepali will be an added advantage.
- Fluency in English and Nepali is essential.