Administration Assistant

Dutystation: Kathmandu, Nepal

Functional responsibilities

Summary of Key Functions

1. Logistics and asset management support
2. Transport services
3. Support to knowledge building and knowledge sharing

1. Ensures provision of reliable logistics and asset management support, namely:

• Appropriate maintenance and safe and secure storage of all office equipment and property.
• Preparing accurate inventory lists and adequate property records for the office as well as for projects.
• Careful monitoring of the movement of equipment into and within the area of responsibility.
• Implementation of an equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy.
• Processing of supply requisitions for office premises.
• Assistance with timely and effective customs clearance.
• Administering the receipt of goods and equipment for the office, inspection and report preparation.

2. Administers transport services, focusing on the achievement of the following results:

• Proper maintenance, servicing, and repair of all office vehicles for top performance and safe operating conditions in accordance with UNOPS vehicle management policy and procedures
• All official transport needs of Management and office personnel are met with accompanying security arrangements.
• Daily vehicle logs on petrol consumption and mileage.
• Implementation of a repair and maintenance system for all office equipment including EDP equipment, generators, etc.
• Efficient building management and maintenance activities.
• Implementation of a power policy in line with the capacity of the city power and generators.
• Assessment of contract services (cleaning, security, taxi, courier, etc.) in view of improving service level and/or identifying better solutions;

3. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the training events for the programme, operations, and project personnel on logistics and transport-related subjects.
• Sound contributions to knowledge networks and communities of practice

Education/Experience/Language requirements
Education:

• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration,] or equivalent disciplines is desirable but not required.
• In the absence of a degree, administrative certification is an asset.

Experience:

• A minimum of 2 years of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results.
• Proficiency in computers and office software packages (Google doc, Google sheet) and experience in handling web-based management systems is desirable.
• Experience in the use of enterprise systems including OneUNOPS, and eSourcing is desirable

Language Requirements:

• Full working knowledge of English and Nepali is required.