Administrative and Logistics Analyst

Administrative and Logistics Analyst

Job Identification: 20105
Locations: Kathmandu, Nepal
Apply Before: 08/31/2024, 09:44 AM
Job Schedule: Full time
Agency: UNDP
Grade: NPSA-9
Vacancy Type: National Personnel Service Agreement
Practice Area: Governance
Bureau: Regional Bureau for Asia and the Pacific
Contract Duration: 1 Year
Required Languages: English and Nepali
Vacancy Timeline: 2 Weeks
Mobility required/no mobility: no mobility required

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.

Nepal adopted a new Constitution in September 2015, with the intent of transforming the then unitary and centralised system of governance into a federal and decentralised one as a vehicle to ensure equality, equity, and social justice. Nepal’s federal system is characterised by three levels of government (federal, provincial, and local) with non-hierarchical relationships within the levels of government. The Constitution stipulates that the three levels shall be the main structures of the Federal, Democratic and Republican Nepal and all levels shall exercise the power of state of Nepal pursuant to the Constitution and law. The powers of the three levels of government are enshrined in five Schedules of the constitution in the form of exclusive and concurrent powers. The federal system of governance became fully functional in February 2018 after all seven province governments were formed following the general election in November 2017.
With an objective to support on the implementation of federalism in Nepal, the Government of Nepal introduced a flagship programme of Provincial and Local Governance Support Programme (2019-2024). Following an initial period of delivery and agreement by GoN, Provinces, stakeholders, and Development Partners that Provincial and Local Governance Support Programme remained necessary and relevant, a decision was taken to extend Provincial and Local Governance Support Programme, with changes necessary to make the programme more effective, efficient, and responsive to the needs of Provincial Local Governments (PLG).

The Provincial and Local Governance Strengthening Programme (PLGSP) 2024-2029 is the national framework programme of the Government of Nepal (GoN) to build institutional, organizational, and individual capacity at all levels of government, with special focus on the provincial and local levels. It aims to attain functional, sustainable, inclusive, and accountable provincial and local governance. Following an initial period of delivery (2019-2023), and agreed by the GoN, Provinces, Development Partners, and other stakeholders, PLGSP will continue for the next five years, with necessary changes to make the programme more effective, efficient, and responsive to the emerging needs of PLGs in advancing federalism in Nepal.

An extensive stakeholder engagement, consultations and re-programming process was undertaken between July 2023 and June 2024 that resulting in a substantial revision in the PLGSP Programme Document (ProDoc). This reprogrammed ProDoc outlines how re-programmed PLGSP emphasizes building the capacity and capability of PLGs’ to deliver on the institutional and individual capacities for advancing federalism in Nepal over the next 5 years. The ProDoc has focused on three outcomes for Federal, Provincial and LG level impacts, each with three related outputs. Three outcomes include: Outcome 1: Federal level government institutions and inter-governmental mechanisms are fully functional in support of federal governance as per the Constitution; Outcome 2: Provincial governments have efficient, effective, inclusive, and accountable institutions and organizations; Outcome 3: Local governments have capacity for Good Governance and for delivering inclusive basic services to all people. Furthermore, there are 9 outputs against the outcome mentioned. Four cross-cutting thematic streams: (i) Inclusive federalism acts, regulations, policies, and strategies; (ii) Collaboration within and across federal institutions and governments, and civic engagement; (iii) Supportive systems and tools for PLG inclusive federalism capacity; (iv) capacity development and transformation (applied to all 3 levels) have also been defined and articulated well. The programme considers the broad principles and approaches including focus on federal devolution, transparency, and accountability, embedding transformative gender and diversity/inclusion agenda, human rights based and participatory approach, devolved, contextual and flexible programme design and implementation and adaptive programming. Further, unpacking structural barriers in political institutions, promoting ownership and trust in provincial and local government system and changing power dynamics in government institutions addressing intersectionality are the expected pathways for Gender equality and social inclusion (GESI) transformation in the programme. Ministry of Federal Affairs and General Administration (MoFAGA) is the executing agency of the GoN for PLGSP in collaboration with the Office of the Prime Minister and Council of Ministers Provincial and Local Governments.

UNDP as the partner of PLGSP and Technical Assistance (TA) provider, has been working with the MoFAGA on the implementation of PLGSP since its inception. The TA component of the programme has also been revised accordingly to facilitate the transformation in the behaviours of the authorities towards federalism for inclusive service delivery, it is fully aligned with revised PLGSP incorporating learnings from the earlier TA engagement. The intent of the revised TA is to leverage UNDP’s technical expertise and facilitation role to support positive transformations that enable implementation of federalism in Nepal, ultimately contributing to more inclusive and effective delivery of inclusive services by PLGs to their people especially for the most marginalized and women.

To this effect, TA will support PLGs for their institutional and organizational capacities. The TA support to federal government will help develop and implement necessary laws and policies to strengthen inter-governmental relationships thereby supporting cooperative federalism. To attain the sustainable achievement described above, TA has been categorized into Implementation Support TA (ISTA) and Transformational TA. ISTA focuses more on supporting the governments in the implementation of PLGs thereby building their institutional and individual capacities. Whereas Transformational TA focuses more on supporting behavioural transformation through research and analysis as well as providing high level expertise as needed. Overall, the TA staff (ISTA and Transformational TA) works together in close coordination with each other in overall guidance of respective government and UNDP Country Office

Position Summary:

The position holder will support administration and operation of the TA team (for both ISTA and transformational). S/he will look after procurement of logistic affairs and ensure UNDP compliances are maintained across the TA mobilization. He will also guide Programme Associate to carry out its roles and responsibilities effectively.

Under the overall guidance of the National Programme Manager, National Programme Director, the Administrative and Logistics Analyst will work under the direct supervision of the Federal Programme Coordination Analyst. S/he will be responsible for providing overall administrative and logistics support for smooth and effective implementation of the programme activities of Provincial and Local Governance Strengthening Programme (PLGSP).

Duties and Responsibilities

The position contributes to all outputs of the programme.

Ensure Effective Administrative management:

• Oversee the overall administrative management of the project and manage all correspondence related to administration.
• Prepare security, travel, accommodation, and transport arrangements for project staff, partners and consultants.
• Provide necessary guidance to project personnel for Travel & Expense (T&E) process and certify Travel Request in UNALL Travel section after thorough review for further approval. Support processing of travel documents of TA and PLGSP associated government officials.
• Support the Programme Manager and UNDP in overseeing the contracts with implementing partners including governmental and non-governmental organizations as well as with service providers for the programme (individuals and companies).
• Ensure that vehicle logbooks are systematically maintained by the Driver, vehicles are in proper condition and office supplies are well stocked and properly accounted for.

Ensure Effective Operations Management:

• Ensure the Programme Associate uploads the annual/revise budget and Combined Delivery Reports (CDR) in Quantum along with other supporting documents.
• Contribute to the UNDP and Programme Coordination Unit (PCU) to prepare Technical Assistance (TA) Annual Work Plan (AWP) based on the Provincial
• Annual Strategic Implementation Plan and Budget (P-ASIPB) and overall Annual Strategic Implementation Plan and Budget (ASIPB).
• Oversee Programme Associate to develop quarterly work plan along with the procurement and human resource plan in line with UNDP’s corporate standards.
• Provide operational guidance to Provincial Programme Coordination Analysts and Implementation Support Technical Assistance (ISTA) team on P-ASIPBs and provincial TA work plan development.
• Review the clearance of the TA budgets, budget amendments or no-cost extension requests prepared by the Programme Associate.
• Oversee interim and final financial reports and confirm the amount for additional disbursements prepared by Programme Associate.
• Guide the planning and execution of programme related audits through Programme Associate.
• Contribute to the administrative management to conduct micro-capacity assessment of the implementing partners at sub-national level.
• Guide and support in preparing letter of agreements with the government partners at province and federal level to implement the transformative TA related activities.

Ensure Effective Procurement and Logistic Management:

• Prepare various contractual documents related to procurement of goods and services ensuring adequate protection of the project’s interest and follow-up on the status of the contracts.
• Arrange for procurement of equipment, supplies and services as per approved Work Plan.
• Ensure the contractual processes follow the stipulated UNDP procedures and provide necessary feedback for finalization of the TORs for procurement of goods and services.
• Keep records of Non-Expendable Equipment (NEE), conduct physical verification at least once a year and prepare report on annual physical verification of NEE to be submitted to UNDP CO.
• Provide necessary logistical support to organize events hosted by the project.
• Support in the monitoring and follow up on the tracking of deliverables and payments.
• Stay up to date on documents/reports/guidelines that have a bearing on matters related to programme and/or budgets, ensuring compliance with United Nations policies and procedures.

Facilitate Gender and Social Inclusion (GESI):

• Facilitate in creating an environment to address GESI issues in operations.
• Ensure GESI is mainstreamed in the budget, AWP, procurement and HR plans, and all other administrative work to be undertaken by the project in coordination with GESI focal person of UNDP CO.
• Create a safe working environment by developing respectful and safe organizational culture and supporting practices.
• Collaborates with team members, programme partners, and sub-grantees to ensure safe implementation of programmes at the community level applying the Do No Harm approach.

Other:

• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.
• Strictly comply with the policies, strategies, code of conduct, guidelines on Prevention of Sexual Exploitation and Abuse (PSEA).
• Strict compliance with the rules, regulations and policies of Governance and UNDP related to ethics and integrity.

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.

Finance

• Budget Management; Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Procurement

• Contract Management; Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
• Procurement management; The ability to acquire goods, services or works from an outside external source.

  Administration & Operations

• Travel policy and procedures; Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative 17 UNDP | People for 2030 – Competency Framework – Technical Competencies circulars and financial regulations and rules on travel related matters.

2030 Agenda: People

• Gender: Gender Mainstreaming
  2023 Agenda: Governance
• Governance; Inclusion and Participation

Required Skills and Experience

Education:

• Advanced university degree (master’s degree or equivalent in Business Management, Public Administration, Social Science or other relevant area Or.
• A first-level university degree (bachelor’s degree) in the areas mentioned above in combination with two additional years of qualifying experience will be given due consideration in lieu of Master´s degree.

Experience:

• Up to 2-years (with master´s degree) or minimum of 2 years (with bachelor´s degree) of working experience in the area of leading admin and logistics for projects in Development Partners’ funded Programme/projects or other related organizations is required. Additional experience in the above area will be an added advantage.
• Experience in database packages, web-based management systems and Financial Enterprise Resource Packages (ERP) is required.
• Experience in MS Windows (Word, Excel, Power Point ect) is required.
• Knowledge in the areas of budgetary planning is desired.
• Knowledge and experience of office management of international funded programme/project will be an asset.
• Experience in Knowledge in the areas of budgetary planning to diverse clients is desired.
• Experience of carrying out travel and HR management is desired.
• Experience in assets management within the UN and development sector is highly desirable.
• Experience of work in various aspects of contract management and project procurement will be an advantage.

Required Languages:

• Fluency in English and Nepali is required.
• Knowledge of any national language will be an added advantage.

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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