Office Support Clerk

Background

While climate change is observed across Nepal, the rate of temperature increase is more pronounced at higher altitudes. This temperature rise accelerates the rate of glacial retreat, increasing the size of glacial lakes located in these high-altitude areas and, in turn, their likelihood of breaching in the form of Glacial Lake Outburst Floods (GLOF) which cause severe flooding, landslides and mudflows that damage infrastructure and private assets, and disrupt transportation networks, agricultural production, power supplies from hydropower plants and tourism activities. Damages from GLOFs are often irreparable for decades, with considerable economic costs, particularly to downstream populations. The risk of GLOFs is further exacerbated by increasing temperatures which increase the rate of snow and ice melt and the proportion of precipitation falling as rain, which increases the volume of the lakes, thereby reducing the amount of ‘freeboard’, which increases the likelihood of overflow and the intensity of resulting floods.

The Thulagi, Lower Barun, Lumding Tsho and Hongu 2 Lakes are at exceptionally high risk of breaching having already exhibited considerable increases in volume, accelerated degradation of their ice-cored moraines, and a reduced amount of ‘freeboard’ as a result of climate change. Combined, these factors have destabilized the lakes, exposing the Gandaki Basin and the Dudhkoshi and Arun Sub-basins to the threat of a GLOF event. Without intervention, these glacial lakes could breach at any given moment, adversely impacting vulnerable Nepalese communities.

In response to this risk, USD36 millions of GCF funds, alongside USD14 million in cofinance, will be directed to reduce the risk and impacts of GLOFs at the four priority glacial lakes by shifting towards a proactive approach to GLOF risk reduction in Nepal. The proposed project presents an integrated approach to GLOF risk management in Nepal by addressing institutional and technical capacities, physical protection (both grey and green infrastructure approaches), hazard monitoring and early warning. This integrated approach will utilise GCF funds to: i) lower the water levels of four glacial lakes to reduce their risk of breaching; ii) implement Eco-Disaster Risk Reduction interventions in mountain ecosystems to mitigate the residual flood impacts from a GLOF; iii) establish and implement early warning systems to alleviate damages and prevent the loss of lives from GLOFs; and iv) strengthen the technical and institutional capacity of Nepal’s Department of Hydrology and Meteorology to plan for and respond to GLOFs and floods. These interventions will catalyse a shift from a need- and project-based approach towards proactive and pre-emptive approaches, engendered through strengthened capacity among institutions and communities.

The project will be implemented following UNDP’s support to National Implementation Modality (NIM), with Department of Hydrology and Meteorology (DHM) under Ministry of Energy, Water Resources and Irrigation (MoEWRI) of Nepal serving as the Implementing Partner. Under this modality, UNDP is supporting DHM in recruiting key positions for the establishment of a Project Management Unit, which will be based in Kathmandu, Nepal. Members of the PMU will collectively be responsible for overall planning and budgeting, collaborating with other ministries, sectors and government entities to implement the project performance management system; bidding for the provision of project consultancy services; coordination with the responsible parties in terms of bidding of goods and services; disbursement and implementation of project audits, operation of accounts, monitoring and preparation of overall project reports (annual), and safeguards policy monitoring reports.

Duties and Responsibilities

The Office Support Clerk will provide reliable administrative, logistical, and operational support to ensure the smooth functioning of the Nepal GLOF Project PMU. The incumbent will be responsible for maintaining safe and clean office premises, supporting meetings and events, managing deliveries and dispatches, and assisting with procurement, assets, and inventory management. The role includes facilitating office operations, supporting knowledge sharing, and ensuring respectful, inclusive workplace practices in line with UNDP values. By providing timely and efficient support services, the Office Support Clerk will help ensure that project staff, partners, and visitors are able to work effectively and safely.

1.    Ensures provision of reliable and safe office support services:
o    Timely opening, closing, and securing of office premises ensuring the safety of staff and visitors.
o    Maintenance of cleanliness in office rooms, meeting spaces, and common areas in line with health and safety standards.
o    Preparation and arrangement of meeting rooms for official events, workshops, and conferences, including seating arrangements, refreshments, and supplies.
o    Assist with photocopying, scanning, binding, and other routine administrative tasks assigned by supervisors.

2.    Provides logistical and messenger support: 
o    Collection and distribution of incoming/outgoing mails, parcels, newspapers, and other communications within the office and external stakeholders.
o    Timely delivery and pickup of official documents, letters, and supplies to government counterparts, UN agencies, partners, and vendors.
o    Support in maintaining an updated log of all deliveries and dispatches to ensure accountability.

3.    Ensures efficient support to procurement, assets, and inventory management: 
o    Provide support in receiving deliveries of goods and equipment, inspecting items, and ensuring proper handover to responsible staff.
o    Assist in storage, labeling, and safe keeping of office supplies and project equipment.
o    Maintain records of office supplies usage and promptly inform the supervisor for replenishment needs.
o    Support in conducting periodic inventory of office assets and supplies.

4.    Provides support to effective office operations: 
o    Support in setting up project events, meetings, and field visits through logistical and administrative assistance.
o    Assist in movement of office furniture, equipment, and supplies as required.
o    Operate office equipment (photocopiers, scanners, printers, etc.) responsibly and report technical issues promptly.
o    Maintain readiness of office stationery and supplies for smooth day-to-day operations.
o    Provide logistical and administrative support for in-house training and workshops.
o    Assist in organizing, arranging, and documenting meetings when required.
o    Share practical knowledge on office procedures and support new or temporary staff in adapting to office protocols.

5.    Gender Equality and Social Inclusion (GESI):
o    Ensure respectful communication and cooperation with colleagues, visitors, and partners in line with UNDP’s values.
o    Support in creating an inclusive and safe workplace free from harassment, discrimination, and gender-based violence.
o    Apply “Do No Harm” principles while performing duties, particularly during interactions with external stakeholders.
o    Participate in orientation or training related to gender equality, inclusion, and safe office practices.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
 

Institutional Arrangement
The PMU will be headed by the Project Coordination Specialist (PCS). The Office Support Clerk will report directly to the Administrative and Finance Analyst. The PMU will operate under the overall guidance of the National Project Director (NPD) — as assigned by MoEWRI. 

Competencies

Core Competencies
Achieve Results:    
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline 
Think Innovatively:    
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements  
Learn Continuously:    
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback 
Adapt with Agility:    
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible  
Act with Determination:     
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident 
Engage and Partner:    
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships 
Enable Diversity and Inclusion:    
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination  
 

Cross-Functional & Technical competencies 

Business direction and strategy     
Effective Decision Making     
Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources 

Administration & Operations    
Documents and records management    
Overall document (hard or electronic) management; registry and retention policy including storing and archiving
    
Events Management (including retreats, trainings and meetings)    
Support office with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
    
Asset Management     
Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain  Asset Management Module in Quantum , Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information 

Technical Competencies 
UN policy knowledge-ethics     
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity 

2030 Agenda: People     
Gender - Innovation for Gender Equality

2030 Agenda: Peace     
Governance - Inclusion and Participation of Marginalised Groups
 

Required Skills and Experience

Education:

Completion of High school is required. 
or
A First level university degree (bachelor) in Management, Administration, Public Administration, Finance, Accounting, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

Minimum of 3 years of relevant experience for High School degree in administrative, clerical, or logistical support services. Applicants with Bachelor’s degree in a relevant field of study are not required to have professional work experience.

Required Skills    
Proficiency in computer applications like Microsoft (Word, Excel and Powerpoint) is required.

Desired skills in addition to the competencies covered in the Competencies section    
•     Experience of providing administrative and logistical support in a professional office environment.
•     Strong organizational skills with attention to detail in managing supplies, inventory, and routine office tasks.
•     Experience of performing basic clerical tasks (photocopying, scanning, filing) and operate office equipment responsibly.
•     Previous experience providing administrative or logistical support to UN agencies, NGOs, or government projects.
•     Knowledge of procurement, asset management, and inventory procedures.
•     Experience of supporting the organization of official events, workshops, or field visits.
•     Basic knowledge of record-keeping and maintaining delivery or inventory logs.
•     Knowledge of workplace safety, gender equality, and inclusion principles.
•     Adapt quickly to changing priorities and support a multicultural team environment.
 

Required Language(s)     
Fluency in English and Nepali is required.
Knowledge of any other national language will be an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 
 

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