Administration Clerk

UNOPS Nepal Context:

Since 2015, UNOPS has engaged closely with the Government of Nepal and several development partners in development efforts of the Government of Nepal including the modernization of the Nepal Police, the post-earthquake assessment of damaged buildings, and the enrollment of beneficiaries into housing grant schemes. UNOPS has helped to improve policing services. It has supported homeowners engaged in the reconstruction process, retrofitting damaged houses, and reconstruction of disability-friendly schools. It has also delivered essential equipment to support COVID-19 response efforts.

The functional objective of UNOPS Nepal is to deliver its projects efficiently and effectively in alignment with government priorities following UNOPS rules and regulations. This is to drive forward the outcomes sought by the clients and funding partners and contribute to the achievement of Sustainable Development Goals (SDGs) while ensuring gender, diversity, and inclusion are mainstreamed in all its work for the people of Nepal.

Project Information:

FCDO’s Security and Justice Programme (SJP) is a five-year programme (2023-27) with an anticipated budget of up to GBP 35 million. The programme will continue the recently completed Integrated Programme for Strengthening Security and Justice (IPSSJ)’s dual focus on tackling criminal violence, in particular gender-based violence (GBV), and supporting respective Government entities, including Nepal Police, to strengthen their services.

• Building on the ongoing Launch of the SJP (Inception Phase), the multi-year SJP will support more representative, accountable, and responsive policing and also help tackle gender-based violence in Nepal. The programme will contribute to the following result areas:
• Security and justice providers have improved their capacity to serve the public and manage relationships with communities, leading to increased public safety with increased trust from people in the state.
• Security and justice institutions at the Provincial and Palika levels have effective, accountable, inclusive, and sustainable systems in line with the federal constitutional mandates to improve their skills and better manage their resources to meet people’s security and justice needs.
• Decreased prevalence of GBV led by increased access to services for those who seek them.

The 2015 constitution of Nepal, envisages the devolution of policing in Nepal into 7 provincial Police Services and a Federal Police Organization (Nepal Police) in the federal sphere. How they combine to provide policing services in Nepal remains a work in progress. It will be highly complex in terms of changes in legislation, policy, administration, and organizational culture, even while standards of coordination and delivery must be maintained across the whole country. The changes will require new ways of working under SJP and create new needs to which UNOPS will seek maximum impact in its project period in at least three target provinces.

Functional Responsibilities

Under the direct supervision of the Administration and Logistics Senior Assistant, the Administrative Clerk is responsible for providing administrative and office support functions, ensuring high quality of work, accurate, timely, and properly recorded and documented service delivery, including effective and efficient functioning of the project office, full confidentiality in all aspects of the assignment, and maintenance of protocol procedures.  The incumbent is expected to perform the following duties and responsibilities including:

Office Support/Reception Functions:

• Routing of telephone calls and communication of messages within the office for appropriate action.
• Receipt of all visitors and incoming phone calls and directing them to the relevant unit/ individuals.
• Booking, setting up, and co-ordination of meeting rooms and video conferencing facilities for meetings.
• Collection, distribution, and dispatch of daily incoming and outgoing normal / courier mail and documents.
• Photocopying, scanning of documents, punching and binding reports, preparing folders, packing of goodie bags for donors
• Assist in the maintenance of a stock control and supply system for all office consumable items.
• Assist the supervisor in ensuring the proper functioning of office utilities, e.g. water supply, electricity, etc.) and as per instructions from the Administration Senior Assistant, supervision of maintenance work in the office

Doing all the cleaning of the office 

• Assist the supervisor in the maintenance of the office’s general filing system.
• Under the guidance and supervision of the Admin Senior Assistant, maintain office log books related to stationary, kitchen items, sanitary items, drinking water, and fuel used for generators

Administrative Functions:

• Support the organization of special corporate events, luncheons, and receptions for high-level invitees from governments, UN agencies, governmental/non-governmental organizations, donors, and other partners
• Support to organization of internal meetings, conferences, workshops, and retreats; and logistics arrangements, including circulation of the documentation to be reviewed, minutes, and follow-ups.
• Support to the management team (administrative, logistical, and secretarial services)
• Handling certain payment accounts on a monthly basis
• Perform other related duties as required.

Education/Experience/Language requirements

Education:

• A High School Diploma  is required

Experience:

• 2 years experience in clerical support
• Basic office skills.
• Experience in administrative or clerical activities is an added advantage.

Language:

• Fluency in writing and speaking Nepali and English is required

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28769