Job Description

Background:

UNDP has been supporting the Nepalese people in their struggle against poverty since it opened an in-country office in 1963. Much of this support has gone to building up the capacity of government agencies, civil society and community groups to fight poverty, and to bringing these groups and Nepal’s development partners together to design and implement successful projects to contribute to the achievement of Nepal’s development objectives.

In parallel to the roll-out of its new Country Programme, 2018-2022, UNDP Nepal has recently re-organized internally and moving towards strategically re-positioning UNDP’s contributions in support of the Sustainable Development Goals and collaboration with national development partners. Nepal is transforming itself in a federal state as per its new Constitution which has implications for how UNDP engages with national and sub-national authorities. Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.

In this context, under the guidance and direct supervision of the Operations Manager, the Administrative Analyst ensures effective delivery of Administrative services. He/she provides the overall administration and execution of varied and inter-related operational, logistical activities and security related matters, ensuring high quality and accuracy of work. He/she interprets and applies Administrative policies, rules and regulations, implements internal procedures and provides solutions to a wide spectrum of Administrative issues.

The Administrative Analyst works in close collaboration with the Operations, Programme Teams and projects’ staff in the CO, Regional Security Adviser and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1) Ensures effective and efficient management of the UN House Facilities and Common Services, achieving the following results:

Ensures systematic management of the overall facilities in the UN House, including office space, common areas, telephone communications, conference hall, parking space, cleanliness, electricity supply and running water;
Supervises and monitors the tasks of the outsourced service providers, including generators, EPABX, public addressing system, fire alarm, air-conditioners, electricity supply system, water treatment plant, solar lights, building maintenance, and cleaning company, for quality assurance and timely delivery;
Take a lead role in the renewal of the Insurance coverage of the UN Buildings and their contents, including updating of the underwriting data, payment of the premium to UN Insurance Section etc;
Manages the lease agreements of the rented office/storage space, including preparation of lease agreement, MOUs, timely renewal, amendment, and termination, where building management services are to be extended;
Develop annual UN House Work Plan to ensure preventive maintenance of buildings and equipment and obtains UN House Board approval;
Initiate Business Case/Makes proposal/s and plan/s for renovation, alteration, modification or new construction, including cost estimates and operating modality and submits them to the UN House Board and RC for review and approval;
Carry out day-to-day management oversight function of the UN Dispensary, particularly aesthetics, overall hygiene and service requirements and brief the OMT on its status from time to time;
Supervise, guide and develop a team of around eight Common Services staff (from GS1 to GS 6 levels) for provision of quality services to the UN Agencies.

2) Ensures elaboration and implementation of common services strategies, achieving the following results:

Liaises with members of the UN House Board and OMT on Common Services (CS) procedural functions, network with regional Common Services experts and/or UNDG on technical and country issues pertaining to CS;
Advises the Chair of the UN House Board and OMT on possibilities of new common services and provide option reports, including cost benefit analysis, business plans, procedures and Implement them when approved;
Arrange, coordinate and facilitate OMT Retreats/planning meeting to develop Annual Work Plan intended to harmonize and simplify operational and administrative procedures and practices. Coordinate with concerned task forces or agency for timely implementation of work plan and arrange briefing meetings on the status of achievements;
Arrange and coordinate the UN House Board/OMT meetings, provide secretariat support and make follow up with concerned agency or task force for the effective and efficient implementation of decisions made;
Prepare/update Memorandum of Understanding for the use of Common Premises and Services as and when new agencies are adopted into the UN House.

3) Ensures smooth management of procurement process related to CS Unit, focusing on the following results:

Draft the Terms of Reference, review Request for Proposals and Contracts before finalization as necessary;
Ensure that resource conserving and cost effective yearly procurement plan is prepared and approval obtained;
Monitor constantly contract validity and contractor’s compliance to performance standard in line with terms, conditions, specifications and statement of works. Evaluate and assess services provided by the contracted firms and prepare evaluation reports as required. Make appropriate recommendations, supported by justification, to the Operations Manager and/or UN House Board or OMT for next course of action;
Certify and confirm contractual transactions through the interpretation and determination of applicable policies and procedures. Provide advice to the Operations Manager with alternative solutions in the case of deviations;
Manage the CS Inventory that comprises spare-parts for machineries, cleaning, electrical and emergency supplies, applying standard inventory management procedures and requisites of UNDP Internal Control Framework (ICF).

4) Manages the CS Budgets focusing on the following results:

Forecast annual budget requirement and draft the budget proposals for Common Services (OMT), Fuel Management, Emergency Supplies Management and Building Management Services. Present the draft budgets to appropriate inter-agency bodies for review and approval;
Generate Awards in ATLAS Projects for each of the budgets and establish ASLs based on approved budget amounts;
Ensure that agency contributions are collected on time through the issuance of ATLAS Invoices and timely application of revenues into the ATLAS;
Monitor the relevant ATLAS Projects constantly to ensure that expenditures are made in accordance with the planned activities and in line with the financial policy, procedures and regulations;
Review and revise the budgets in consultation with UN Agencies as necessary;
Verify bills and invoices for correctness against PO or Contract and certify them for payment;
Prepare quarter-yearly and year-end financial statement and report to the agencies the income and the expenditure status of relevant projects;
Carry out, under delegated authority, the approval function as Manager Level-1 for transitions related to the CS Operations.

5)Ensures provision of efficient support functions to CO, projects, and UN Agencies focusing on achievement of the following results:

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 stake holders;
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;
Responsible for preparation of ToRs for Travel, Customs Clearance services for joint procurement processes when led by UNDP;
Ensure scientific Inventory System for Stationeries maintained.

Experience

Master’s Degree: 0 years or Bachelor’s Degree: 2 years plus of progressively responsible experience in general administration/facilities management services in a managerial position, at a national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages;
Experience in handling of web-based management systems and ERP experience, especially PeopleSoft (Atlas);
UN/UNDP experience is an asset.

Language requirements

Proficiency in English and Nepali