Administration Clerk (Female candidates are strongly encouraged to apply), Kathmandu, Nepal 110 views


UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peace building, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

UNOPS offers a variety of arrangements that enable women to excel in their careers, including flexible working hours for work-life balance, maternity leave, childcare facilities, and career coaching. UNOPS ensures a safe and inclusive working environment for women and men through field security training and measures to provide secure working arrangements on-site and in the office.

UNOPS is expanding its operational support in South Asia and has established the Nepal Operations Hub (NPOH) in January 2018, overseeing the development and implementation of projects in 7 countries (Bangladesh, Bhutan, India, the Maldives, Nepal, Pakistan and Sri Lanka). UNOPS’ activities in South Asia grew considerably over the past 4 years, especially in response to the 2015 Nepal earthquakes and the ongoing Rohingya refugee crisis in Bangladesh. The hub portfolio also includes government capacity building projects and infrastructure delivery.

The Government of India (GoI) funded Socio-Technical Facilitation Consultancy (STFC) support for housing reconstruction in Nuwakot has been implemented by UNOPS from March 8, 2018. This support reaches 2 Municipalities (Bidur and Belkotgadhi) and 8 Rural Municipalities (Kakeni, Meghang Tarkeshwar, Suryaghari, Dupcheshwar, Kispang, Likhu and Tadi) targeting a total of 23,088 house owners, identified by the Government of Nepal (GoN) and GoI.

To deliver high-quality socio-technical facilitation, UNOPS partnered with Build Change (BC). For the provision of socio-technical facilitation, the main project interventions include:

  • Increasing awareness of earthquake-related disaster risk and understanding of earthquake-resistant

construction principles;

  • Conducting on-the-job training and assessments for skilled and unskilled labour;
  • Offering on-site technical advice and guidance on construction technology, design options, disaster-resilient features, government norms, material procurement and construction management to homeowners;

Under the direct supervision of the Project Manager and under the overall guidance from the Head of Support Services, Administration Clerk manages and ensures the provision of efficient logistic and transportation support services to a relevant operational unit. In the discharge of her/his duties, the Administrative Clerk liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Clerk promotes a client, quality and results-oriented approach.

Summary of Key Functions

  • Logistics and asset management support
  • Transport services
  • Support to knowledge building and knowledge sharing
  • Clerical, logistic and Administration Support

Ensures provision of reliable logistics and asset management support, namely:

  • Appropriate maintenance and safe and secure storage of all office equipment and property.
  • Preparing accurate inventory lists and adequate property records for the office as well as for projects.
  • Careful monitoring of the movement of equipment into and within the area of responsibility.
  • Processing of supply requisitions for office premises.
  • Administering the receipt of goods and equipment for the office, inspection and report preparation.
  • Assist in shopping process related to procurement

Administers transport services, focusing on achievement of the following results:

  • Proper maintenance, servicing and repair of all office vehicles for top performance and safe operating conditions in accordance with UNOPS vehicle management policy and procedures
  • Coordinate and Management of UNOPS rental vehicle.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.
  • Sound contributions to knowledge networks and communities of practice

Provides general Clerical, logistic and Administration Support:

  • Support the coordination of regular staff meeting and assist in preparing meeting minutes
  • Assist the coordination and logistical support for meetings, workshops and field visits as per the request from project/UNOPS
  • Provide clerical supporting organizing team meetings in the field (including local logistics)
  • Maintenance of the office filing system
  • Receipt, registration, coding and forwarding of incoming letters and other correspondence to proper department/unit/officer and distribution of all necessary copies within the office.
  • Maintenance of a stock control and supply system for all office consumable items
  • Ensure the coordination between the district offices and central office for the supply of office furnishing
  • Receipt of all visitors and incoming phone calls and direct them to relevant unit/individuals
  • Answer/handle all queries (by phone or in person) with discretion.
  • Any other duties assigned as required.

Impact of Results:

The key results directly affect the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region servedEducation:

  • Completion of secondary school is required.
  • First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
  • In the absence of a degree, administrative certification is an asset.

Experience:

  • A minimum of 3 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results.
  • Ability to work with computer and office software packages (MS Office and/or newer versions) and knowledge of spreadsheet and database packages
  • Some experience in UN system organizations is desirable.

Language:

  • Full working knowledge of written and oral English and Nepali is required

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type: Local Individual Contractor Agreement (LICA)

Contract level: LICA 3

Contract duration: Ongoing ICA – Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

  • Position called for qualified female as preference
  • This post is open to Nepal nationals only.
  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified male candidates are strongly encouraged to apply.
  • Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.

Recruitment/internship in UNOPS is contingent on the results of such checks.

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