Front Office and Administrative Associate

FHI 360 Nepal

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology– creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50…

Job Information

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    Duty Station Kathmandu
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    Type of Appointment Full time
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    No. of Openings 1 opening
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    Salary Negotiable / Monthly
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    Job Level : Mid-Level
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    Job Experience : 2 + Years
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    Job Category Finance & Accounting
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    Job Qualification : Bachelor
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    Posted Date : Jun 29, 2022

Job Description

The Front Office and Adminstrative Associate is responsible to manage FHI 360 Nepal reception, vehicle movement, domestic travel and provide logistics and administrative support.

Key Responsibilities

  • Responsible for the overall appearance of smooth running of the Reception function.
  • Greet visitors courteously by telephone and in-person and obtain accurate information from callers/visitors, direct as appropriate in both English and Nepali Language.
  • Responsible for managing the office communications systems: telephone, facsimile, sort and distribute in/out mail including preparation and process out-going overnight express mail.
  • Maintain necessary logs to track office communications in accordance with office procedures.
  • Assist staff with appointment scheduling & the screening of calls.
  • Maintain and update telephone directory/staff address and emergency contact list, IAs, FHI 360 overseas and FHI 360 visitors list.
  • Process local Expense Authorization (EA) of all staff and visitors for necessary approval and maintain records of approved EAs.  Arrange hotel reservation, ticketing, vehicle rental of staff and visitors as per FHI 360 travel policy.
  • Prepare travel matrix and send reminder to staffs for submission of Trip Reports and Travel Expense Report.
  • Assist with logistics support for program related workshops, trainings and conferences.
  • Prepare necessary logs/matrix/roster of applications and proposals sent to FHI 360 in response to the advertisements and through references.
  • Prepare monthly duty roster of drivers and security guards.
  • Responsible for the assignment of driver’s duty for FHI 360 staff and visitors during normal working hours and off day if required in consultation with Finance and Administrative Director.
  • Provide timely administrative support for management of office building operations (e.g. electricity, drinking water, communications, maintenance and repair of office equipment and furniture by service vendors etc.)
  • Perform other duties as assigned by the supervisor, Finance and Administrative Director , Project Lead and Country Director.

Required Qualification & Experience

  • Intermediate degree with at least two years of relevant experience or Bachelor’s degree with at least one year relevant experience.
  • Previous experience in administrative and/or office management functions will be an asset.
  • Prior experience working with I/NGOs and formal secretarial training will be an added advantage.

How to Apply

To apply for this job online, please click on the link

Final deadline for application is 5:00 p.m. July 6, 2022.

Only short-listed candidates will be invited for written tests and oral interview. Any effort to influence the selection process will result in disqualification.