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 development partners together to design and implement successful projects to contribute to the achievement of Nepal’s development objectives.

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 contributions in support of the Sustainable Development Goals and collaboration with national development partners.  Nepal is transforming itself in a federal state as per its new Constitution which has implications for how UNDP engages with national and sub-national 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 of the Administrative Analyst and direct supervisor of the Administrative Assistant/Travel, the Operations Assistant (Administration) provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Operations Assistant (Administration) promotes a client, quality and results-oriented approach.

The Operations Assistant (Adminisration) 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.

Functions / Key Results Expected

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

 Full compliance of activities with UN/UNDP rules, regulations, policies and strategies.

1. Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
2. Provision of inputs to preparation of administrative team results-oriented workplans.

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. Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
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. 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. 
6. Extraction of data from various sources.
7. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
8. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

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.

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

1. Participation in the training for the operations/projects staff on administration.

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 to insure that quality requirements and goals are fulfilled

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

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

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

Team Work

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

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

Client Orientation

Organises and prioritizes work schedule to meet client needs and deadlines

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

Recruitment Qualifications

Education:

Secondary Education or Bachelor’s degree in Business Administration, Public Administration, Economics.

Experience:

5 years with secondary education or 2  years’ with Bachelor’s degree of relevant administrative or programme  experience. 

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

Language Requirements:

Fluency in English and Nepali

Other:

UNDP is committed to achieve workforce diversity (in terms of nationality, minority groups, caste/ethnic groups, persons with disability etc.) and has a policy to have gender balance among staff at all levels.  Qualified female candidates and candidates particularly from disadvantaged and socially excluded groups are strongly encouraged to apply.