Administrative Associate

Under its new Country Programme (2023-2027), UNDP’s work in Nepal focuses on developing the capacity of government agencies (federal, provincial, and municipal level), civil society and community groups to jointly pursue development activities to foster sustainable and inclusive economic transformation, enhance people’s participation and inclusion in governance in the context of federalism, and protect and promote biodiversity with nature based solutions, energy transitions,  environmental sustainability and resilience to climate change and natural hazards. During the past programme cycle, Nepal has undergone profound changes on account not only of the transition from a unitary to federal system but also of the Covid Pandemic, which has impacted lives, livelihoods, health systems, and has at times slowed down or reversed hard gained development progress. At the same time, the overall trend of Nepal’s GNI has been one of growth, with graduation from LDC status planned for 2026.

Against this backdrop, the new Country Programme 2023-2027 is a strategic opportunity for UNDP Nepal to strategically reposition its contributions in support of the Sustainable Development Goals – with a focus on integrated solutions- and expand its collaboration with national and international development partners including the UN system. Delivering UNDP’s country programme, in line with the signature solutions and enablers identified in UNDP’s global Strategic Plan 2022-2025, the UN Sustainable Development Cooperation Framework and the Agenda 2030 will require the development of new partnerships.

UNDP is striving to ensure its Operations function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating operational functions at the project design stage, stimulating innovation in various aspects of the operations including technologies, and adopting more sustainable practices that align with UNDPs sustainable development goals.  In implementing UNDP strategic priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.
Position Purpose

Under the overall guidance of the DRR and the leadership and supervision of Operations Manager, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in the Country Office, ensuring high quality and accuracy of work. The Administrative Associate coordinates with and supervises support staff engaged in the fields of travel, protocol, logistics, registry, assets management and general services, . The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the Operations, Programme, Field offices and projects staff in the CO and other UN agencies to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

• Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Develop CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
• Prepare administrative team results-oriented workplans.
• Elaborate proposals and implement cost saving and reduction strategies in consultations with office management.
• Ensure client-oriented services provided efficiently from UNDP.

• Oversee the inventory and asset management
• Ensure periodic reporting to management and relevant offices.
• Coordinate physical verification of assets/inventory items.
• Oversight and process insurances of the CO assets, vehicles and buildings as applicable as per the policy; For DIM project assets ensure that all necessary insurances are covered in coordination with Project Admin Finance Focals;
• Ensure proper inventory control and supervise proper issuance of inventory items and supplies.

Provide support for effective administrative and financial control in the country office.

• Present thoroughly researched information for planning of financial resources for administrative services. Assist in the preparation of budget, audit and other reports; and provide researched information and reports for audit exercises.
• Implement the control mechanism for administrative services, maintain administrative control records such as commitments and expenditures, and ensure compliance with business continuity requirements.
• Review, research, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Review of data integrity in the database, control programme; analyze results and initiate corrective actions when necessary.
• Review travel authorizations, documentation, payments.
• Ensure proper planning and tracking of common services budget and of Agencies’ contributions to the common services account. Submit information on administrative services provided for cost-recovery bills.

Ensure appropriate and required administrative and logistical support is provided to the Country Office and UNDP projects. 

• Effective leadership in teaming up for the support function area in Registry, transport, travel, Protocol including Visa, Shipments.
• Ensures client-oriented services is provided to different stakeholders;
• Ensure efficient management of CO transport support in compliance with UNDP rules of vehicle management
• Preparation and implementation of Standard Operating Procedures (SoPs) related to General Administration such as Travel, Transport, asset and protocol services.
• Responsible for preparation of ToRs for Travel, Customs Clearance services for joint procurement processes when led by UNDP;
• Ensure proper recording, safekeeping, maintenance and timely reporting of UNDP assets.
• Ensure scientific Inventory System for inventory items and Stationeries maintained.
• Coordinate the provision of reliable and quality office supplies.
• Coordinate and supervise shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, and procurement of supplies.
• Process protocol matters, in coordination with local authorities, and other administrative matters.
• Assign workstation allocation to new joining staff for CO in consultation with Operations Manager;
• Administrative support to conferences, workshops, retreats.
• Supervision and management of UNDP vehicles and drivers.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Operations Manager.
• Assistance in the preparation of budget, provision of information for audit.
• Ensure prompt administrative services are provided to the external agencies, Programmes/Projects and cost-recovery is made accordingly.

Facilitate knowledge building and sharing in the Country Office.

• Organize training for the operations/projects staff on administration.
• Provide sound contributions to knowledge networks and communities of practice.

Ensure safety and security of UNDP staff/personnel:

• With the guidance from the Operations Manager, provide assistance in the implementation of the security plan and all matters relating to safety and security of operations and management, to achieve the following:
• Develop and assist in the implementation of the Country Office Security Plan;
• Ensure MOSS/MORSS compliance of UN/UNDP personnel, offices, residences and equipment;
• Provide inputs to UNDSS in the preparation of comprehensive Security Risk Assessments;
• Provide timely and accurate security advice to staff and management;
• Ensure adequate liaison with UNDSS, UN agencies, diplomatic mission, government agencies and other relevant entities.
• Ensure gender equality and social inclusion (GESI) prioritized in all the interventions
• Ensure that GESI is well captured and mainstreamed throughout the work.
• Ensure GESI is reflected in all the reports of the common services.
• Promote work life balance, prevention of sexual harassment and abuse of authority, ensure gender equality and respect for diversity
• Ensure the specific needs are considered e.g. of the persons with disabilities while providing services through the common services
• Contribute to the Gender Equality Seal process.

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

Supervisory/Managerial Responsibilities: Operations Assistant (Admin), Admin Assistant (Travel), Drivers or any other staff/personnel in the Admin Unit.

• Achieve Results: LEVEL 2:  Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2:  Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously:  LEVEL 2:  Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner:  LEVEL 2:  Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2:  Facilitate conversations to bridge differences, considers in decision making

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.

Business Management: Operations Management

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms

Administration and Operations:  Assets management

• Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration and Operations:  Management of shipments 

• Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation

Administration & Operations:  Building, facilities & office space management 

• Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on  leasehold data

Administration & Operations: Events management (including retreats, trainings and meetings) 

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Agenda 2030: Prosperity: Inclusive Growth

• Social Inclusion