Job Description
Duties and Responsibilities
The Office Support Clerk will provide reliable administrative, logistical, and operational support to ensure the smooth functioning of the Nepal GLOF Project PMU. The incumbent will be responsible for maintaining safe and clean office premises, supporting meetings and events, managing deliveries and dispatches, and assisting with procurement, assets, and inventory management. The role includes facilitating office operations, supporting knowledge sharing, and ensuring respectful, inclusive workplace practices in line with UNDP values. By providing timely and efficient support services, the Office Support Clerk will help ensure that project staff, partners, and visitors are able to work effectively and safely.
Ensures provision of reliable and safe office support services:
- Timely opening, closing, and securing of office premises ensuring the safety of staff and visitors.
- Maintenance of cleanliness in office rooms, meeting spaces, and common areas in line with health and safety standards.
- Preparation and arrangement of meeting rooms for official events, workshops, and conferences, including seating arrangements, refreshments, and supplies.
- Assist with photocopying, scanning, binding, and other routine administrative tasks assigned by supervisors.
Provides logistical and messenger support:
- Collection and distribution of incoming/outgoing mails, parcels, newspapers, and other communications within the office and external stakeholders.
- Timely delivery and pickup of official documents, letters, and supplies to government counterparts, UN agencies, partners, and vendors.
- Support in maintaining an updated log of all deliveries and dispatches to ensure accountability.
Ensures efficient support to procurement, assets, and inventory management:
- Provide support in receiving deliveries of goods and equipment, inspecting items, and ensuring proper handover to responsible staff.
- Assist in storage, labeling, and safe keeping of office supplies and project equipment.
- Maintain records of office supplies usage and promptly inform the supervisor for replenishment needs.
- Support in conducting periodic inventory of office assets and supplies.
Provides support to effective office operations:
Support in setting up project events, meetings, and field visits through logistical and administrative assistance.
Assist in movement of office furniture, equipment, and supplies as required.
Operate office equipment (photocopiers, scanners, printers, etc.) responsibly and report technical issues promptly.
Maintain readiness of office stationery and supplies for smooth day-to-day operations.
Provide logistical and administrative support for in-house training and workshops.
Assist in organizing, arranging, and documenting meetings when required.
Share practical knowledge on office procedures and support new or temporary staff in adapting to office protocols.
Gender Equality and Social Inclusion (GESI):
- Ensure respectful communication and cooperation with colleagues, visitors, and partners in line with UNDP’s values.
- Support in creating an inclusive and safe workplace free from harassment, discrimination, and gender-based violence.
- Apply “Do No Harm” principles while performing duties, particularly during interactions with external stakeholders.
- Participate in orientation or training related to gender equality, inclusion, and safe office practices.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Job Specification
Required Skills and Experience
Education:
- Completion of High school is required.
- or
- A First level university degree (bachelor) in Management, Administration, Public Administration, Finance, Accounting, or equivalent field will be given due consideration, but it is not a requirement.
Experience:
- Minimum of 3 years of relevant experience for High School degree in administrative, clerical, or logistical support services. Applicants with Bachelor’s degree in a relevant field of study are not required to have professional work experience.
Required Skills
Proficiency in computer applications like Microsoft (Word, Excel and Powerpoint) is required.
Desired skills in addition to the competencies covered in the Competencies section
- Experience of providing administrative and logistical support in a professional office environment.
- Strong organizational skills with attention to detail in managing supplies, inventory, and routine office tasks.
- Experience of performing basic clerical tasks (photocopying, scanning, filing) and operate office equipment responsibly.
- Previous experience providing administrative or logistical support to UN agencies, NGOs, or government projects.
- Knowledge of procurement, asset management, and inventory procedures.
- Experience of supporting the organization of official events, workshops, or field visits.
- Basic knowledge of record-keeping and maintaining delivery or inventory logs.
- Knowledge of workplace safety, gender equality, and inclusion principles.
- Adapt quickly to changing priorities and support a multicultural team environment.
Required Language(s)
- Fluency in English and Nepali is required.
- Knowledge of any other national language will be an asset.
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