Job Description

Background

The Comprehensive Disaster Risk Management Programme (CDRMP) has been formulated as part of the Strategic Partnership Framework signed between the BCPR and UNDP, and in accordance with the flagship area of Institutional and Legal Systems for Disaster Risk Management, assigned to UNDP through an inter-agency initiative, the Nepal Risk Reduction Consortium. The programme aims to strengthen the institutional and legislative aspects of DRM in Nepal, by building the capacities of Ministry of Home Affairs, other ministries, and local governments. In course of implementing the programme, UNDP would build partnerships with the government, NGOs, international agencies, and academic institutions and expand the institutional and knowledge base of disaster risk management in Nepal.

 

Duties and Responsibilities

Under the direct supervision of Administrative and Finance Officer, the Administrative Assistant will be responsible for the following:

• Maintaining proper records on day to day voucher with timely follow up with UNDP finance and procurement unit for timely disbursement to vendors.
• Provide support to Administrative and Finance Assistant in maintaining the projects assets, vehicle log books and inventory lists.
• Maintain records/stock of good and stationary procured including Good Receipt Note (GRN) and asset handover record.
• Assist with organizing events and arranging meetings and missions; travel claims and other entitlements are duly processed.
• Provide secretarial and administrative support to Administrative and Finance Officer and Administrative and Finance Assistant.
• Assist in preparation and submission of VAT claims and timely follow up with Inland Revenue Department for the refund.
• Assist in maintaining personal files, leave record, attendance record etc.
• Coordinate with local vendor and prepare the necessary Mircopurchase form for the office supplies.
• Make necessary travel arrangement (local and international) of staff in coordination with UNDP travel desk.
• Develop and keep updating internal logistics logs books (Such as events attendance, conference room booking, vehicle use etc).
• Perform administrative arrangements and distributions of all publications.
• Perform any other relevant duty assigned by supervisor.

 

Competencies

• Work prioritization and ability to multitask;
• Ability to maintain a high level of accuracy, confidentiality concerning financial and employee files;
• Excellent interpersonal skills;
• Shares knowledge and experience;
• Positive, constructive attitude;
• Ability to work and act under pressure with discretion in politically sensitive environment with a minimum of comfort;
• Responds positively to critical feedback and differing points of view;
• Ready to work independently, under tight deadlines;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Ability to work in a multi-cultural team environment with a positive attitude;
• Highest standards of integrity, discretion and loyalty.

 

 

Required Skills and Experience

 

Education:

• Completion of intermediate level in any discpline.

Experience:

• At least three years experience in similar role in an office setting.
• Experience in similar capacity at UN Agencies and other international agencies will be an advantage.
• Ability to operate office equipment such as fax machines, phones, photo copying, scanner etc.

Language:

• Ability  to read, write and speak Nepali and English.