Administrative Assistant

Vacancy Notice No: SVN#NP/04/24

Open to Internal and External Candidates

Position Title: Administrative Assistant

Duty Station: Jajarkot or West Rukum district, Karnali Province, Nepal 

Classification: General Service Staff, Grade-5

Type of Appointment: Special Short Term ,6 months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: May 01, 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Organizational Context and Scope

On 3 November 2023, Nepal’s deadliest earthquake since April 2015 struck Jajarkot District in Karnali Province in the west of the country. The 6.4 magnitude earthquake, which was followed by over 300 aftershocks, killed 154 (84 females and 70 males, including 81 children)2, injured 366, and displaced tens of thousands of people, forcing many to sleep outside in freezing overnight temperatures for fear of aftershocks. According to the National Emergency Operation Centre (NEOC), approximately 62,011 households were damaged (completely and partially) and 250,000 people were affected (127,750 females and 122,250 males, including 69,575 children), with Jajarkot and Rukum West districts bearing the brunt of the damage. Despite the earthquake's relatively low magnitude, the high levels of damage and casualties were caused by substandard construction of homes and as it occurred at night when most people were asleep in their homes.

In February 2024, the Joint Recovery Action Plan: Western Nepal Earthquake was launched by the UN Resident Coordinator’s Office Nepal with three pronged objectives 1) Support livelihoods and the continuation of basic service delivery 2) Create enabling environments for long term recovery and reconstruction of affected communities 3) support the current season and build resilience to natural shocks in 2024. Under the Joint Recovery UN Project, IOM is leading the Shelter Recovery interventions planned from May 2024 until January 2025. 

Under the guidance from Chief of Mission and overall supervision of the National Program Officer/Head MECR (Migration, Environment, Climate Change and Risk Reduction) and the direct supervision of the Shelter Expert, the successful candidate will be responsible to provide assistance in Shelter and Settlements interventions to support the Jajarkot earthquake recovery operation.

Core Functions / Responsibilities

The Administrative Assistant will be responsible for providing assistance to UN’s joint recovery Project - Shelter implemented in Jajarkot and Rukum West districts under Migration, Environment, Climate Change, and Risk Reduction (MECR) unit for administrative, logistical, and financial arrangements.

1. Provide office, administrative and logistics preparatory support for trainings, seminars, workshop and internal/external meetings for IOM and assist Implementing Partners on the same as required. 
2. Review, record, distribute logistic items and process incoming/outgoing mail and correspondence; follow-up on pending actions under Joint Recovery Project (Shelter).
3. Initiate general administrative tasks in the online financial/ travel / human resources systems such as travel request, purchase requisition, OIPA and other system requirements. 
4. Respond or draft responses for inter-unit correspondence and other communications; use word processing package while organizing events or programs under  Joint recovery project (Shelter); 
5. Coordinate with the Program Manager and Resource Management Unit (RMU), in providing additional support on project activities implementation pre commitments vs, expenditure, and the program’s financial analysis. Further provide guidance to project field staffs on budget drafting and program settlements. 
6. Maintain database of projects such as registry, logistics inventory and compile reports as per the requirement of the projects. 
7. Manage and update databases for mailing lists and other information; and maintain electronic and paper files; and make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
8. Coordinate with MECR Administrative Assistant/ IOM Nepal Finance and IOM Nepal Procurement Unit for any assistance and clarification required for program organizing and program settlement. 
9. Assist in the organization and coordination of internal/external meetings with the IOM colleagues, Government counterparts, UN agencies, and other stakeholders at the provincial and local level and prepare admin documents as required such as LOIs & LOAs.
10. Coordinate with hotels and suppliers/vendors as and when required for follow-up on approved logistics. 
11. Inform any changes on resource management functioning to the supervisors and discuss the way forward.
12. Perform any other duties as required.

Required Qualifications and Experience

Education

• Bachelor’s degree in business administration or related fields from an accredited institution with three years of relevant professional experience; or
• High school diploma with five years of relevant work experience.

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook. 
• Attention to detail, ability to organize paperwork in a methodical way; 
• Discreet, details and clients-oriented, patient and willingness to learn new things; and, 
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Computer skills in Microsoft Office package. 
• Teamwork oriented with capacity to work independently.
• Knowledge of Nepali typing

Languages

Fluency in English and Nepali is required (oral and written).

Required Competencies

VALUES - All IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

CORE COMPETENCIES - Behavioural indicators – Level 1

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Other

Appointment will be subject to certification that the candidate is medically fit for appointment. Only Nepali Nationals will be considered for this position.

How to apply:

Interested Candidates are requested to submit their application indicating clearly the position applied, VN number and CV with three references to the following address: Human Resource Department, International Organization for Migration, P.O. Box 25503, Lazimpat Road, Panipokhari, Kathmandu or email to iomnepaljobs@iom.int by 01 May 2024. Only short-listed candidates will be called for interview.

Posting period:

From 24.04.2024 to 01.05.2024