Administrative Assistant
United Nations Development Programme
مجموع سنوات الخبرة :8 years, 8 أشهر
Supportive role for the day to day Office Operation and Events related to Electoral Support in admin, finance and logistics areas
•Support the Regional Electoral Advisor (national) in overall election-related logistic and administrative activities.
•Maintain regional cash custodian for project petty cash fund (PPCF);
•Under the coordination of the Regional Electoral Advisor (national), contribute to the development and implementation of regional and district level electoral operational plans of the ECN, including contingency plans.
•Ensure transparent and effective financial and administrative operations at regional level, following the UNDP rules and regulations;
•Support in designing, development and implementation of a comprehensive capacity development programme at regional and district levels in administrative capacity;
•Ensure timely logistic and administrative support in the preparation and organization of the ESP activities at regional and district levels;
•Support in the running of ESP Regional Office on a day to day basis in administrative capacity.
Supportive role for the Translation and Interpretation to the International Electoral Advisors including the role of day to day Office Operation and supporting Events related to Electoral Support in admin, finance and logistics areas
•Support the Regional Electoral Advisor (national and international) in overall election-related logistic and administrative activities.
•Support the Regional Electoral Advisor (international) in translation and interpretation.
•Maintain regional cash custodian for project petty cash fund (PPCF) under the coordination of the Regional Electoral Advisor (International and National)
•Under the coordination of the Regional Electoral Advisor (national), contribute to the development and implementation of regional and district level electoral operational plans of the ECN, including contingency plans.
•Ensure transparent and effective financial and administrative operations at regional level, following the UNDP rules and regulations;
•Support in designing, development and implementation of a comprehensive capacity development programme at regional and district levels in administrative capacity;
•Ensure timely logistic and administrative support in the preparation and organization of the ESP activities at regional and district levels;
•Support in the running of ESP Regional Office on a day to day basis in administrative capacity.
•Prepare Daily Monitoring Report from Local and National Newspaper.
•Translation of any kind of election related material from Nepal to English and vice versa
•Carry out the role of Interpreter for the International staff as and when required.
Being a student and a part time worker the greatest achievement during the stay was signing agreement
Coordinated with all members of UNMIN Pokhara for election related information and update. Mostly with District Electoral Officers
•Appointed as main focal person of UNMIN Pokhara staff association. Arranged for voting and selection of the member.
• Made necessary arrangement for the staff to travel to field mission for example prepare MOP, do security clearance, request driver & vehicle, request language assistant, book hotels etc.
•Coordinate with security department, CITS and radio technician for the arrangement of security briefing, computer related, and radio training for newly arrived staff, fill in security questionnaire form, check in form etc.
•Prepare leave request, leave report, leave plan for the staff and forward to the concerned section for the approval.
•Prepare & send attendance sheets of the staff monthly.
•Prepare F10 claims for the staff and forward to the finance section as requested.
•Correspond with the administration section in Headquarter for the necessary arrangement of daily task as needed
•Maintain proper filing system.
•Arrange meeting space and technical support for Western Regional office of Civil Affairs (WROCA)
•Enter daily report in the computer database named Pokhara Pulse
•Enter field visit contacts in the database in share drive.
•Make phone interviews with the government officials and civil society members as requested.
•Collect news from the websites and radio for the input in the daily reports as needed occasionally.
•Assisted the regional office administration in other administration related job as required.
Prepared letters for internal & external correspondence of program
•Handled the incoming & outgoing letter
•Entered Monthly VCT, STI data electronically and send to NCASC &
District Public Health Office, Kaski
Support in preparing monthly financial report for FHI, ASHA project.
•Typing & distribution of agendas and minutes of meetings
•Collected, organize file papers and maintain efficient filing system
•Prepared database and handle accordingly
•Entered computer data and maintain computerized inventory system
•Developed and maintain computerized inventory system
•Maintained backup system weekly
•Maintained Personal files of Staff confidentially
•Prepared Payment Authorization Voucher (PAV) and Receipt
Authorization Voucher (RAV)
•Arranged for procurement of office supplies and goods
•Involved in staff appraisal, disciplinary action and promotion with the program manager
•Handled Petty cash
•Management of mini store of stationery
•Check log books, maintain and update blue books of motorcycles
•Support section Manager in personnel and services activities
•Keep record of leave
•Booking air, bus tickets for staff
•Booking meeting hall and arrangement of the training
Handling Telephone Calls
•Dealing with customers
•Checking Global Distribution System- Emails -Correspondence
•Preparing invoices
•Marketing
•Assist Manager in Account
The secretarial works undertaken in a pressure environment which gave me a good insight into the various functions of financial reporting, administrative management, travel arrangement, security updates, correspondence, review, recording, support to different portfolios (i.e. Health and sanitation, Drinking water supply, Governance, Logistic) organise meetings and prepare minutes. The emphasis placed by my working organisation helped me to put my capacity and potentiality in a proper perspective.
•Served as primary contact and authoritative information source on Chief Technical Advisor (CTA) activities and responds to internal and external inquiries about organizational operations and personnel activities. Responsible for day-to-day administration of the RWSSP-WN.
•Under the supervision and absence of Finance and Administrative officer, assisted in daily accounting, Budgeting, Financial reporting etc. In absence of Cashier, handled Petty Cash, voucher, bank reconciliation etc. Assisted in Monthly submission of financial transaction to RAMBOLL, Finland.
•Participated, arranged, managed and accumulated District workshop expenses and submitted to the designated officer.
•Correspondence with vendors, collection of quotation and finalization.
•Communicated effectively and frequently with different portfolios (i.e Health and Sanitation, Drinking water supply, Governance, Logistic)
•Arranged logistics for workshop, steering committee meeting, district support etc.
•Facilitated and coordinated details regarding special requests, special events, communication of information, arrangements for presentations, etc.
•Coordinated and directed administrative support functions and implements policies and procedures for production of documents, workflow, filing, ordering of supplies, and record maintenance.
•Prepared agendas, correspondence, and memoranda; reviews, routes, and answers mail, composing responses for the CTA as appropriate. Draft minutes of the meetings.
•Accompanied CTA in various government offices and support him for the WASH meetings and coordination meetings.
•Coordinated and arranged domestic and international travel, visa arrangements and accommodations for staff of RWSSP-WN, Government officials (DDC), national and international visitors from funding agencies and other institutions.
•Assisted in MIS of RWSSP-WN collected from districts.
•Compatible in web searching and able to extract the relevant information. Updated official websites frequently.
•Provided key liaison between the CTA, senior-level management staff, portfolio specialist and District WASH Advisors of 9 districts.
•Application of computer skills in correspondence and information management
•Acted as RWSSP-WN Security Focal Person providing security updates.
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courses: Nepal Tourism and Hotel Management College,Chinnedanda, Pokhara •10+2, Science (1999), Gandaki Boarding School,Lamachaur, Pokhara •School Leaving Certificate (S.L.C) (1995, Gandaki Boarding School