Job Description
Key Functions and Accountabilities:
Provide administrative and logistical support to the formulation and management of programmes and Provinces.
- Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
- Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
- Provide administrative support for the audit of programmes/ projects and support implementation of audit recommendations;
- Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the Programme team.
Provide administrative support to the financial management of the Programme Unit and Province:
- Create projects in Quantum system, prepare budget revisions,support in PGAMS, partner voucher entry and liquidation, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
- Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
- Prepare non-PO vouchers for development projects;
- Process payment for consultants, as delegated;
- Create requisitions in Quantum system for development projects; register good receipts in Quantum system.
Provide administrative support to the Programme Unit and Provinces:
- Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
- Make travel arrangements for the Programme Team, including travel requisitions and claims;
- Draft minutes in meetings, as delegated;
- Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;
- Organize and coordinate filing of documents; maintain mailing lists.
Provide administrative support to resource mobilization:
- Organize, compile, and process documentation and information from donors, and programme team as inputs to various databases and documents.
Facilitation of knowledge building and knowledge sharing:
- Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies :
Core Values:
- Integrity;
- Professionalism;
- Respect for Diversity.
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues;
- Accountability;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
Functional Competencies:
- Knowledge of programme management;
- Ability to create, edit and present information in clear and presentable formats;
- Ability to manage data, documents, correspondence and reports information and workflow;
- Good financial and budgeting skills;
- Good IT skills.
Job Specification
Education and Certification: Completion of secondary education is required. Bachelor’s degree in Business or Public Administration is an asset.
Experiences:
- At least 5 years of progressively responsible experience in administrative or programme management/support;
- Experience in working in a computer environment using multiple office software packages is required;
- Experience in the use of ERP systems, preferably Oracle Cloud, is desirable;
- Experience in supporting a team is desirable.
Languages: Fluency in English and Nepalis required. Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
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