Job Description
Duties and Responsibilities
The Project Assistant/Receptionist will provide day-to-day operational, administrative, and coordination support to ensure smooth implementation of the Nepal GLOF Project. The role will focus on facilitating project activities in line with approved work plans, supporting monitoring and reporting processes, strengthening stakeholder engagement, and maintaining compliance with UNDP and donor requirements. The Assistant will be responsible for managing documentation, logistics, and office information systems, while also contributing to knowledge management, visibility, and the integration of gender equality and social inclusion (GESI) across project operations. By ensuring effective coordination and efficient office support, the Assistant will play a key role in enabling the project team to deliver results on time and to standard.
Facilitation and Coordination of Daily Project Operations:
- Provide day-to-day operational support to ensure effective implementation of project activities in line with annual and quarterly work plans, timelines, and UNDP/GCF standards.
- Compile, summarize, and organize input for project documents, proposals, and budgets in consultation with the project team, ensuring completeness and accuracy.
- Review project-related documents and submissions for compliance with UNDP rules, donor requirements, and internal procedures, identifying inconsistencies and referring them to supervisors for resolution.
- Provide logistical, administrative, and procurement support to facilitate smooth execution of project events, workshops, field visits, and technical missions, ensuring all arrangements adhere to UNDP protocols.
- Support data collection and reporting for gender equality, social inclusion, and other cross-cutting issues within project activities, ensuring data quality and alignment with project indicators.
- Manage incoming and outgoing correspondence through the e-registry system, ensuring accuracy, confidentiality, and timely distribution to relevant offices.
- Maintain accurate records of file movements, bids, tenders, and other sensitive documents in line with UNDP policies, procedures, and retention schedules.
- Provide courteous and professional front-desk services, including receiving visitors, directing inquiries, and operating the office switchboard according to UNDP standards.
- Maintain up-to-date contact lists, directories, and stakeholder information for UN staff, project partners, and community counterparts.
- Support routine administrative tasks including inventory management, preparation of meeting minutes, and coordination of office logistics.
- Strengthening Partnerships, Communication, and Stakeholder Engagement:
- Maintain and regularly update a comprehensive database of government counterparts, development partners, NGOs, and community beneficiaries relevant to the project.
- Assist in the management of contracts with implementing partners, monitoring deliverables, timelines, and compliance with agreed terms.
- Support effective communication and coordination with stakeholders through timely correspondence, information sharing, and dissemination of project materials, reports, and visibility content.
- Facilitate dissemination of project outcomes, lessons learned, and good practices to partners, communities, and broader networks to enhance visibility and stakeholder engagement.
Monitoring, Reporting, and Compliance Support:
- Assist in implementing the project’s monitoring and evaluation framework to track progress against defined indicators, outputs, and targets.
- Collect, analyze, and summarize data to support internal and external reporting, audits, and donor requirements, ensuring accuracy and timeliness.
- Support the organization and facilitation of monitoring visits, evaluation exercises, workshops, and stakeholder consultations to assess project progress and identify implementation gaps.
- Contribute to the preparation of progress reports, briefing notes, and updates for supervisors, donors, and other relevant stakeholders.
- Maintain accurate expenditure and reporting records, ensuring compliance with UNDP procedures, donor guidelines, and internal control standards.
Knowledge Management, Documentation, and Learning Support:
- Maintain systematic filing, archiving, and documentation of project data, reports, case studies, photographs, and visibility materials for easy retrieval and reference.
- Document lessons learned, success stories, and best practices to inform future programming, project planning, and decision-making processes.
- Contribute to digital knowledge platforms, communities of practice, and networks relevant to climate action, GESI, and UNDP project operations.
- Support planning, coordination, and facilitation of training sessions and capacity-building activities for project staff, partners, and stakeholders.
Integration of Gender Equality, Social Inclusion, and Safe Practices:
- Assist in preparing periodic Gender Equality and Social Inclusion (GESI) reports, ensuring alignment with UNDP, donor requirements, and internal monitoring frameworks.
- Promote a respectful, inclusive, and safe workplace culture through daily interactions, team collaboration, and adherence to organizational policies.
- Support the integration of gender equality, social inclusion, and Do No Harm principles into all project operations and community-level activities.
- Ensure safe implementation of project interventions at the community level, working closely with partners and sub-grantees to uphold safeguarding standards.
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:
High School degree is required.
or
A first-level university degree (bachelor’s degree) in Public/ Business Administration, social sciences or related field will be given due consideration, but it is not a requirement.
Experience:
A minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant progressively responsible secretarial and/or administrative service experience is required at the national and/or international level
Required Skills
- Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook) and ability to use online information management systems.
- Strong ICT skills, including the application of digital tools in day-to-day work.
Desired Skills in addition to the competencies covered in the Competencies section
- Demonstrated experience providing operational and administrative support in development or project settings.
- Experience in similar assignments at the development cooperation agency or international organizations/ companies.
- Knowledge of project administration processes, including procurement, logistics, reporting, and compliance with donor procedures.
- Prior knowledge and experience of managing program related budgets with basic knowledge of programme management.
- Prior experience in organizing events, workshops, or field visits.
- Knowledge of gender equality, social inclusion, and safeguarding principles, with ability to apply them in project operations.
- Prior experience of handling telecoms, and reception related functions.
- Experience using digital knowledge platforms, registry systems, or ERP software for project administration.
- Adapt quickly to changing priorities and support coordination in fast-paced project environments.
Required Language(s)
- Fluency in of English and Nepali is required.
- Knowledge of any other national language will be an asset.
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