Administrative Assistant

Job Description

Position

Options seeks an Administrative Assistant to carry out reception and programme support duties. The post holder should assist NHSSP staff in day to day logistics and secretarial support. The programme is based in several locations Ministry of Health and Population (MoHP), Family Welfare Division (FWD), Management Division, and Oasis Building, Patan Dhoka. The position will be based in Oasis Building – Patan Dhoka, focusing the post holder’s support on this office and activities in it.

Main duties will include managing incoming mail, phone calls, greeting visitors; updating contact records, support with filing and copying; supervising office building and equipment maintenance; logistics for meetings, events and training; programme logistics and other tasks arising in line with the role. The main objective of the role is to ensure smooth operation of the office.

• Managing the mail system (e filing of incoming and outgoing letters with reference)
• Managing the telephone system: answering the calls, taking messages, call logs of international calls etc
• Greeting visitors in a welcoming environment and being their first point of contact for queries
• Keeping updated record of current electronic address book of programme contacts (government counterparts, programme consortium, programme team, external development partners) that is regularly updated by Programme Support Officer
• Support in photocopying, scanning and printing of documents, including quality printing and distribution as needed
• Supervise cleaning, plumbing, water supplies for the office
• Responsible for regular maintenance of a/c, photocopy machine, regular cleaning of computers & printers and air purifiers. Keep the maintenance log up to date
• Support in typing letters (in Nepali and English) and formatting of documents
• Overseeing stock of stationery, toiletries and pantry

  Logistic support:

• Support Office Manager in all logistics arrangements for meetings, workshops, training and others events of NHSSP. Ensure, registration and alignment with invoices.
• Responsible for daily office vehicle mobilisation locally as per request and in coordination with Logistics Assistant and Programme Support Officer
• Responsible for managing lunch requests for meetings
• Keep Inventory Issue Log – Oasis; updated in common folder

  Others:

• Work in close coordination with Administrative and Finance Team in supporting programme
• Be aware of NHSSP Policies and ensure compliance in conducting duties
• Respond to official ad hoc request arising as per need of the situation.

Required Qualification & Experience

Requirements

To succeed in this role, you will have:

• Bachelor’s in business studies, social sciences, or a related field
• 3 years’ experience in logistics, administration in donor funded programmes
• Proficiency in MS office applications – Word, Excel, PowerPoint and email software
• Experience drafting and typing letters in Nepali
• Managing events
• Fluency in spoken and written English
• Willingness to travel within Nepal
• Commitment to equal opportunities
• Fluency in written and spoken English
• Applicants must have the right to work in Nepal

Other information

Application process

• Closing date for applications: 19 March 2020
• Only shortlisted applicants will be contacted for interview.
• Please note that this role will be subject to full pre-employment background checks including criminal record check, identification check, employment references and right to work verification (where appropriate).

Other information

• Options is an equal opportunities employer
• Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and post holders to share this commitment.
• We seek people who are pro-choice, energetic and enthusiastic about Options’ vision
• UK Aid / NHSSP is an equal opportunities employer and encourages candidates of all backgrounds to apply, including under-represented groups, specifically women and people with disabilities.

How to Apply

Apply Online