Administrative Assistant

United Nations Development Programme, Kathmandu, Nepal

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
16th April, 2019

Job Description


This position is located in the United Nations Regional Centre for Peace and Disarmament in Asia and the Pacific (UNRCPD) that is organizationally is a regional part of the UN Office for Disarmament Affairs (ODA). Under the guidance and supervision of the Finance Associate, the Administrative Assistant provides support to UNRCPD operations performing a variety of standard administrative and financial processes ensuring high quality and accuracy of work. Within delegated authority the Administrative Assistant will work in close collaboration with the operations, programme and project teams in the ODA, UNRCPD and UNDP to ensure consistent service delivery on related issues and information exchange. The incumbent will be responsible for the following duties.

Duties and Responsibilities

General Administration:

  • Prepares, processes and follows-up through Umoja on administrative and logistic arrangements and forms related to the official travel of UNRCPD staff and participants of workshops, trainings and conferences;
  • Drafts and maintains routine correspondence to the Nepal’s governmental offices and international diplomatic missions;
  • Maintains files of rules, regulations, administrative instructions and other related documentation issued by the UN Secretariat and UN Resident Coordinator Office in Nepal;
  • Maintains up-to-date the Centre work files both electronic and hard copies;
  • Coordinates extensively with the ODA’s Executive Office and Regional Disarmament Branch, and liaise frequently with UN Nepal country agencies on administrative issues;
  • Provides administrative and secretariat service in support of UNRCPD staff members daily activities in carrying out respective project-related activities, including logistic support to organize conferences, workshops and other official events;
  • Maintains records of Non-Expendable Equipment, including tagging and physical verification, disposal and auction, hand-over of asset to partners and prepares respective reports to ODA;
  • Performs administrative duties related to monitoring individual contractors for services, identification of office technology needs and maintenance of equipment and software, regular vehicle maintenance and renewal of blue book and insurance;
  • Processes UNRCPD shipments, customs clearance arrangements, prepares all respective documents, and performs follow-up actions.

Budget and Finance:

  • Handles the Imprest Fund to operate the daily petty expenses of the Centre;
  • Collects and consolidates data, compiles, submit and follows-up on VAT claims through the diplomatic refund e-filing online system of the Inland Revenue Department of Nepal;
  • Supports organization of procurement processes, including submission of requests for quotations and their evaluation and preparation of purchase orders;
  • Assists the Finance Associate.

Human Resources Management:

  • Prepares on-line applications for Nepali official and gratis visas for UNRCPD international staff, eligible dependence and participants of UNRCPD events held in Kathmandu in liaison with the Ministry of Foreign Affairs;
  • Reviews applications to UNRCPD consultant and intern positions, prepares a long list of candidates, assists in making arrangements for written tests and drafts the selection reports;
  • Enters, maintains and certifies administrative data and records for time and attendance;
  • Processes other actions related to the staff members separation.

Work implies frequent interaction with the following:

  • Staff within the Regional Disarmament Branch and Executive Office of UNODA, and UNDP Nepal.


Core Competencies

  • Innovation: Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

  • Leadership: Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

  • People Management: Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

  • Communication; Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

  • Delivery: Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services

Technical / Functional Competencies:

  • Operational Efficiency: Ability to identify and execute opportunities to improve operational efficiency

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

  • Quality Assurance: Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

  • Office Administration: Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

  • Team Work: Ability to work effectively with diverse groups of professionals towards common goals

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

  • Client Orientation: Organizes and prioritizes work schedule to meet client needs and deadlines

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Required Skills and Experience

Education: Completion of School Leaving Certificate. Certification in administration desirable.


  • 5 years of relevant experience in administration support service;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in handling of web-based management systems.

Language Requirements: Fluency (written and oral) in English and Nepalese languages.


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