Administrative Clerk

Administrative Clerk

Job Identification: 16742
Locations: Pokhara, Nepal
Job Schedule: Full time
Agency: UNDP
Grade: NPSA-4
Vacancy Type: National Personnel Service Agreement
Practice Area: Inclusive Growth
Bureau: Regional Bureau for Asia and the Pacific
Contract Duration: 1 Year with Possibility for extension
Education & Work Experience: Bachelor’s Degree – 1 year(s) experience OR High School certificate- 4 year(s) experience
Required Languages: English and Nepali
Vacancy Timeline: 2 Weeks

Job Description
Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Project Description

The “Green Job Creation through Recycling and Upcycling in Pokhara Metropolitan City (GCRU) project” is designed to promote green economy by establishing recycling/upcycling enterprises based on the model of the circular economy against the ongoing ‘throw away’ approach, thereby increasing green jobs and reducing the pollution and environmental impact of the solid waste. Similarly, a cleaner city will have a big positive impact primarily on tourism business in Pokhara. This objective will be achieved through three interlinked areas of interventions: 1) policy and coordination, 2) promotion of RU enterprises, and 3) empowering communities for increased awareness and community level RU initiatives.

The project aims to become a model example of a successful public-private partnership, which would encourage the rest of the province and other municipalities to follow the Green Economy approach. Waste management, environmental protection and jobs creation are emerging challenges of Nepal’s urbanization. The project will also offer a sustainable solution to address these challenges and contribute to operationalize federalism by strengthening the capacity of the local government in line with the spirit of the constitution. This project directly contribute to SDGs Goal 1, SDGs 8, SDGs goal 11 .6 – Proportion of urban solid waste regularly collected and with adequate final discharge out of total urban solid waste generated, by cities and Goal 12.5 – By 2030, substantially reduce waste generation through prevention, reduction, recycling and reuse. The project will also contribute to achieve waste related targets of Nepal’s second Nationally Determined Contributions (NDCs). Targets that are directly relevant are 1) by 2030, create an enabling environment for both public and private sector to treat industrial and municipal waste, including faecal sludge, 2) By 2030, adopt and implement waste segregation, recycling and waste-to-energy programs in at least 100 municipalities, 3) By 2030, the burning of healthcare waste in 1,400 healthcare facilities will be prohibited by proper management of healthcare waste through the application of non-burn technologies, 4) Promote the 3Rs (Reduce, Reuse, Recycle) approach to waste management, along with source segregation and management of degradable and non-degradable waste, 5) Focus on co-production of energy and organic fertilizer from solid waste, wastewater and fecal sludge.

Enabling policy environment for incentivize existing and potential RUs will also encourage communities and the public to proactively contribute to minimize the burden of waste management by source segregation and increased source recovery. Learning and educational platforms like Green Venture Zone would respond to the learning needs and innovation for RUs required to complement opportunities created by an enabling policy environment. Community level RU groups created as a result of sustained public awareness and skill development would perfectly complement with the Green Venture Zone. These groups could be the direct beneficiaries of the GVZ incubation and educational programmes, and a foundation to supply necessary raw materials (refined and cleaned materials) for the RUs promoted by GVZ.

Duties and Responsibilities

Under the overall guidance of the Project Manager, Administrative Clerk will report to and work under the Admin and Finance Analyst. The key tasks and responsibilities of Administrative Clerk are:

1. Administrative assistance

• Support Administrative and Finance Analyst on logistical issues and support in logistic management related to the project events;
• Provide logistic support in the organization of conferences, workshops and other project activities including preparing travel itineraries for participants, collecting quotations for identifying venue for the events;
• Maintain proper records of issuance and return of office equipment to personnel both asset and non-asset items including disposal, transfer, etc;
• Maintain a filing system for the project and ensure all project related materials are properly documented and easily accessible;
• Support in the management of vehicle fleet.

2. Budget and Finance

• Support to process the procurement of equipment, supplies and services under the supervision of Admin and Finance Analyst;
• Support offices in linking T&E Cash Advance transactions with transactions in the General Ledger;
• Support the Administrative and Finance Analyst on insurance renewal and payment processes;
• Assist to prepare or customize system generated reports.

3. Logistics management support function

• Operate office equipment photo copier, scanner, book binding, power back up system etc.;
• Support programme staff to follow up with participants, logistic support to conduct programme, verify participants and payment;
• Support for the management of office premise and regular maintenance and repair; regular monitoring of cleaning staff; and coordinate with security company to ensure security and cleanliness of office.

4. Gender and Social Inclusion Sensitivity

• Ensure sensitivity towards Gender and Social Inclusion issues and fully accept and value all people, creating an inclusive environment;
• Create a safe working environment by developing respectful and safe organizational culture and supporting practices;
• Collaborate with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying Do No Harm approach.

5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies

• Achieve Results:
  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively:
  LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously:
  LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility:
  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination:
  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner:
  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion:
  LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

• Business Management
  Customer Satisfaction/Client Management
  – Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
  – Provide inputs to the development of customer service strategy.
  – Look for ways to add value beyond clients’ immediate requests.
  – Ability to anticipate client’s upcoming needs and concerns.
• Administration & Operations
  Documents and records management – Overall document (hard or electronic) management; registry and retention policy including storing and archiving
  Events management (including retreats, trainings and meetings) – Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
  Vehicle management – Knowledge of policy & procedures on fleet management.
• Finance
  Budget management – Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• 2030 Agenda : People – Gender – Gender mainstreaming
• 2030 Agenda: Peace – Governance – Inclusion and Participation

Required Skills and Experience

Education:

• Secondary Education is required.
• University degree (Bachelor’s degree) in management, administration or relevant area will be given due consideration but is not a requirement.

Experience:

• Minimum four (4) years of experience (with Secondary education) or one (1) year of experience (with Bachelor’s degree) in administrative services, finance, accounting, logistic support, or related area is required;
• Experience of working with multilateral and bilateral organizations will be an added advantage;
• Experience of providing support to day to day office/ project functioning is preferred;
• Experience in providing logistic support in project events will be an added advantage;
• Experience in operation of office equipment i.e. photo copiers, scanners, book binding, etc. will be an advantage;
• Excellent knowledge of computer including MS office will be an advantage;
• Experience in document management is desired;
• Experience in maintaining and record keeping of official files is desired;
• Fluency in English and Nepali languages is required.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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Apply Before: 03/18/2024, 11:59 PM