Admin Assistant

Admin Assistant (Logistics and Assets)

Assignment country: Nepal

Expected start date: 01/06/2025

Sustainable Development Goal: 2. Zero hunger

Volunteer category: National UN Youth Volunteer

Host entity: FAO Nepal

Type: Onsite

Expected end date: 01/06/2026

Number of assignments: 1

Duty stations: Kathmandu

Details

Mission and objectives

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger.
Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With over 194 member states, FAO works in over 130 countries worldwide. We believe that everyone can play a part in ending hunger.

Join us in creating a #ZeroHunger world.

Context

FAO Nepal is seeking a motivated and detail-oriented candidate to contribute to the Operations Unit through support in logistics and asset management, in alignment with FAO’s mandate in agriculture, food security, climate resilience, and rural development. The candidate will play a key role in enhancing operational efficiency and promoting accountability of resources across programme and project implementation. The volunteer will work closely with the Operations team to support inventory control, logistics coordination, asset tracking, and compliance with organizational procedures. This role provides an opportunity to gain practical experience in operational systems, warehouse and field logistics, and administrative reporting.

By ensuring accurate asset documentation, facilitating the smooth movement and allocation of goods, and contributing to logistics preparedness, the volunteer will help streamline resource use and bolster sustainability efforts. This assignment offers hands-on learning in a dynamic development context, supporting FAO Nepal’s mission to deliver timely, effective, and accountable interventions for a more resilient and food-secure Nepal.

Task description

Under the overall supervision of the FAO Representative in Nepal and the direct supervision of the Assistant FAOR (Admin), the UNV-Admin Assistant (Logistics and Asset) will perform the following tasks in these areas:

Asset Management

• Maintain and regularly update the asset register in accordance with organizational policies.
•  Tag and track all assets and inventory using appropriate labelling systems and digital tools.
•  Support periodic physical verification of assets and ensure timely disposal or reallocation of obsolete or damaged items, following UN procedures.

Procurement and Inventory

• Follow up procurement teams on delivery timelines and documentation.
•  Monitor stock levels of consumables and supplies, initiating timely replenishment when needed.
• Assist in receiving, inspecting, and verifying incoming goods and materials.

Logistics Support

• Assist in planning and coordinating logistics operations including transportation, customs clearance, distribution, and storage.
•  Maintain up-to-date shipment tracking and ensure timely delivery of goods and services.
• Coordinate travel logistics for missions, workshops, and field activities, including ticketing, accommodation, and transportation arrangements

Reporting and Documentation

•  Prepare regular reports on logistics operations, inventory status, and asset conditions.
•  Ensure proper filing and archiving of all logistics and asset-related documentation.
• Support internal and external audits by providing relevant data and documentation as required.

Coordination and Communication

• Liaise with internal teams, service providers, and government stakeholders for smooth execution of logistics operations.
• Maintain a clear communication line with the field offices and project teams on inventory and asset matters.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
•  Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.
•  Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
•  Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
•  Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
• Updated and well-maintained asset register with accurate tagging, tracking, and documentation aligned with FAO and UN standards.
•  Efficient logistics coordination and timely delivery of goods and services, ensuring uninterrupted support to field operations and programme activities.
•  Accurate inventory management and procurement follow-up, resulting in improved stock control, timely replenishment, and reduced operational delays.
• Comprehensive reports and organized documentation that support audits, enhance transparency, and ensure accountability in logistics and asset management.

Eligibility criteria

Age: 18 – 80

Required experience: 1 month

Nationality: Candidate must be a national or legal resident of the country of assignment.

Assignment requirements

Relevant experience: 3 years

Languages

English, Level: Fluent, Required

Nepalese, Level: Fluent, Required

Required education level

Bachelor degree or equivalent in any discilpline

Competencies and values

Professionalism: demonstrated understanding of operations relevant to FAO Nepal technical capabilities or knowledge relevant or transferrable to FAO Nepal procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;

Integrity: demonstrate the values and ethical standards of the UN and FAO Nepal in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority.

Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;

Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;

Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;

Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;

Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance, and commitment towards FAO Nepal’s mission and vision, as well as to the UN Core Values.

Skills and experience

• At least 3 years of professional experience in logistics management, administration, procurement, finance or budget including transportation operations risks and emergency logistics preparedness.

Desirable

• Previous experience with FAO, UN agencies, or international development organizations.
•  Knowledge of UN agency operations and coordination processes.

Skills

• Asset & Inventory Management: Maintaining asset registers, tagging, tracking, and supporting physical verification and disposal processes
• Logistics Coordination: Assisting in transportation, storage, travel arrangements, and field-level operational support
• Procurement Support: Following up on deliveries, inspecting goods, and ensuring proper documentation
• Reporting & Documentation: Preparing logistics and inventory reports, supporting audits, and maintaining organized records
• Communication & Team Coordination: Liaising with internal teams, vendors, and field staff for smooth execution of operations

Area(s) of expertise

Administration, Logistics and Inventory

Driving license
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Other information

Living conditions and remarks

Kathmandu, the capital of Nepal, lies under the Phase 1 of the UN Security classification, but is subject to change depending on the development of the security situation. Living conditions in Kathmandu are good. Comfortable inexpensive flats (furnished and unfurnished) are available in Kathmandu. Both imported and local foods and clothing are abundantly available. There is a short supply of water while it is also not safe to drink without treatment. Public transport is easily available and generally reliable though traffic congestion is extremely high. Kathmandu has a temperate climate with coldest temperature reaching just above zero at the night during the winter and mild but humid during the monsoon period, mid-June to end September.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

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