Administrative Associate

Administrative Associate (Local post for Nationals of Nepal and applicants with a valid work permit)

Location: Kathmandu, NEPAL
Type of Contract: FTA Local
Post Level: GS-6
Languages Required: English
Expected Duration of Assignment:

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls, the empowerment of women, and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace, and security. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments to gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

In line with the United Nations Sustainable Development Cooperation Framework (2023-2027), and the UN Women Nepal’s current Strategic Note (SN) 2023-2027, UN Women Nepal has identified “Environmental Sustainability, Climate and Disaster Resilience” as one its key priorities highlighted in Outcome 1.3 that “By 2027, more people, especially women, youth, children, and the most marginalized and poor, increasingly benefit from and contribute to building an inclusive, sustainable, climate-resilient, and green society and reduced impacts of disasters at federal, provincial, and local levels”.

Reporting to Operations Manager, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes with a special focus on procurement, ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Duties and Responsibilities

Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and strategies

• Provide administrative support to conferences, workshops, retreats;
• Provide administrative support to maintenance of premises and common services, as needed;
• Maintain filing system ensuring safekeeping of confidential materials, as necessary.
• Provide Travel processor support in quantum

Coordinate and organize procurement processes

• Preparation of procurement plans for the office and monitor their implementation;
• Generate procurement related reports; research and draft responses to enquiries;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
• Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
• Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
• Prepare Purchase Orders (PO) and contracts in and outside Quantum system, create vendor profiles in Quantum system:
• Review procurement processes conducted by projects, submissions to the Procurement Review Committee.
• Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.
• Review/ process contracts for the CO

Provide administrative support to knowledge building and knowledge sharing

• Compile lessons learnt and best practices in administration, security and procurement

Provide Administrative support as assigned by Operations Manager/Country Representative under security focal point functions:

• Maintain up-to-date lists of personnel and recognized dependents of UN Women and submit them to UNDSS.
• Maintain security filing/documents for sharing with UN Women personnel and UNDSS, such as the phone tree and security plan, as required by SRM Measures and the UN Women Safety and Security Compliance Survey (SCSS).
• Submit all mandatory reports to UNDSS in a timely manner after consulting with OM/HoO.
• Immediately report all security-related incidents involving UN Women personnel, their recognized dependents, offices, assets, and programs to UNDSS, OM/HoO, and the UN Women Regional Security Specialist (RSS).
• Assist the HoO and OM in managing daily administrative tasks for the safety and security filing system and security applications (e.g., Everbridge, BCCMA).
• Serve as an alternate security cell at the country level.
• Coordinate with UNDSS and UN Women RSS on security training courses, crisis management training, and security preparedness as per SRM Measures.
• Assist UN Women personnel in security coordination with UNDSS and the Security Focal Point (SFP) of AFPs.
• Other adhoc duties as and when required

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Good knowledge of procurement process, systems; administrative rules and regulations;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and meet deadlines;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web based management skills;
• Ability to extract and interpret data

Required Skills and Experience

Education and certification:

• Completion of secondary education is required;
• Bachelor’s degree in Business or Public Administration or related fields is an asset.

Experience:

• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
• Experience working with the UN is an asset;

Language Requirements:

• Fluency in English is required
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Application Procedure (Kindly note that the system will only allow one attachment. Applications without the complete documents will not be considered for further assessment). Only short-listed candidates will be contacted.

• Motivation letter
• UN Women Personal History form (P-11), which can be downloaded from https://www.unwomen.org/en/about-us/employment/application-process

No Fee:

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

UN Women has a zero-tolerance against Sexual Exploitation and Abuse (SEA) and sexual harassment (SH). Everyone is responsible for preventing sexual exploitation and abuse (PSEA), and all UN personnel must adhere to the standards of conduct that preserve PSEA principles (both during work hours and outside work hours). All selected candidates will, therefore, go through a safe hiring process.

UN Women retain the right to contract referees directly. UN Women is committed to achieving workforce diversity (in term of gender, nationality, minority groups, caste/ethnic groups, Person with Disability etc.) and have a policy to have a gender balance among staff at all levels. Qualified female candidates and candidates particularly from disadvantaged and socially excluded groups are strongly encouraged to apply.

Request for Disability-related Reasonable Accommodations:

It is important for UN Women to create an accessible and inclusive workplace for everyone. Reasonable accommodation will be made to enable qualified individuals with disabilities to be recruited and to perform essential job functions. Should you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and recruitment process, please direct your request and inquiries to hr.nepal@unwomen.org. A member of the HR team responsible for reasonable accommodation will contact you to confidentially discuss your needs.

This email will only be used for any disability-related accessibility requests and not for sending the application itself.

All applications will be treated with the highest confidentiality.

Application Deadline: 23-Feb-24 (Midnight New York, USA)