The Administrative Associate supports the effective daily operations of the UNDP Nepal Country Office. Working under the guidance of the DRR and the supervision of the Operations Manager, this role is key to managing diverse operational and logistical activities, ensuring high quality and accuracy. The Associate will lead and coordinate support staff across areas like travel, protocol, logistics, registry, asset management, and general services. Close collaboration with various Country Office units and other UN agencies is essential to ensure consistent service delivery and help achieve organizational goals.

Duties and Responsibilities

Ensure Implementation of Operational Strategies in alignment with governing rules and regulations and with a focus on consistency and quality:

• 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.

Coordinate Asset Management in the Country Office and UNDP Projects.

• 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.

Competencies

Core Competencies

• 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 

People Management 

UNDP People Management Competencies can be found in the dedicated site. 

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.
• 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
• 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
• 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
• 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 
   

Required Skills and Experience

Education:

• Secondary education is required   
• University Degree (Bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement
• Certifications in Administration and Procurement are desirable.

Experience:

• Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant experience in administration or programme support services. 
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP.
• Experience of managing assets and inventory in INGO or large organization is an asset.
• Experience of facilitating travel and protocol services is an asset.

Languages:

• Fluency in English and Nepali is required.