Within the delegated authority and under the supervision of Admin Analyst, the UNV Admin Assistant will:

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

? Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
? Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
? Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective administrative and logistical support, focusing on achievement of the following results:

? Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
? Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
? Administrative support to conferences, workshops, retreats.
? Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
? 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.
? Extraction of data from various sources.
? Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
? Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
? Support to manage the contract archieving of UNDP files with the cargo company
? Assistance in the provision of information for audit.
? Maintenace of records of travel and protocal services by UNDP and support in the cost revovery.

3. Provides support to office maintenance and assets management, focusing on achievement of the following results:

? Maintenance of records on assets management, preparation of reports.
? Maintenance of files and records relevant to office maintenance
? Provision of support to maintenance of common premises and common services.

4. Provides support to to manage registry on a day to day basis, focusing on achievement of the following results:
   ? Provision to check the registry on a regular basis and scan for the relevant recipient of the registry
   ? Forward the registry emails including the applications for various ‘Expressions for Interest’ received by UNDP to relevant units.
5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

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

6. GESI and PSEA

? To get acquainted with Prevention of Sexual Exploitation and Abuse (PSEA) and Sexual Harassment (SH) policies and practices.
? To get acquainted with Gender and Social inclusion policy and practices.
? Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

? Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day).
? Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
? Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
? Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
? Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
? Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
? As an active UNDP Nepal team member, efficient, timely, responsive, client-friendly, and high-quality support rendered to UNDP Nepal and its beneficiaries in the accomplishment of her/his functions, including:
? Operation support: The administrative functions are carried out in compliance to UNDP rules and polices
? Administrative support: Well managed travel, green travel dash board, up to date registry, and efficient stationery management.
? Procurement: Procurement plan for the admin unit is upto date and is implemented as approved. Timely renewal of Agreements, Contracts, and issuance of POs related to administrative services.
? Finance: Timely financial transactions of travel and payments related to administrative services.
? Age, Gender, and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment.
? A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Requirements:

? operations focusing on administrative functions and other relevant field.
? Experience handling travel will be an added advantage.
? Motivated to contribute towards peace and development and to serve others;
? Good interpersonal, networking and communication skills;
? Willingness to contribute and work as part of a team;
? Flexible and open to learning and new experiences.
? Respect for diversity and adaptability to other cultures, environments and living conditions.
? Previous experience as a volunteer and/or experience of another culture, (i.e. studies, volunteer work, internship) would be highly regarded;
? Computer skills (i.e. Word, Excel, PowerPoint, social media, and others).

Other technical knowledge
? Excellent oral and written skills; excellent drafting, formulation, reporting skills;
? Accuracy and professionalism and attention to detail;
? Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development.
? Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.
? Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment.
? Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
? Desirable: Experience of handling travel services
? Sound security awareness.
? Have affinity with or interest in UNDP’s work, volunteerism as a mechanism for durable development, and the UN System.