Admin and HR Officer (Female Only)

Swiss Agency for Development and Cooperation (SDC) in close collaboration with the Government of Nepal (GON) is planning to implement the Motorable Local Roads Bridge Program (MLRBP) Phase IV (Exit Phase) for 4 years starting from 2021 to 2024.

Admin and HR Officer (Female Only)

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Job Outline

The Admin and HR Officer (AHRO) facilitates the smooth operation of the LRBSU by ensuring all necessary admin and HR work are carried out in an efficient and timely manner. 

Qualifications and Experience

The AHRO should have a Bachelor's Degree in Business Management / Business Administration, Human Resource Management or a relevant field. S/he should have at least 5 years of experience or Master’s Degree with 3 years’ experience in a similar position, working experience with an INGOs or international development sector. S/he shall have good written and spoken English.

Main Tasks & Responsibilities

Under the overall guidance and supervision of Administration Human Resource Specialist (AHRS), the AHRO will perform the following tasks, but not limited to;

Administrative responsibilities:

  • Process travel requests for staff field trips, notify SDC on safety and security issue and disseminate the information for vehicle movement.
  • Prepare draft routine correspondence in English/Nepali and translations of official correspondences.
  • Arrange of air tickets for staff, keeping those records and arranging for payments on time
  • Compile, edit and disseminate the minutes of staff meetings.
  • Provide administrative support and Management of logistics for seminars, workshops and any other events 
  • Monitor day to day administrative work, ensuring about office tidiness and neatness, office premises management
  • Supervise the work of employees in supporting operations roles, including assigning workload of operations team.

HR Management Support

  • Follow and comply with HR policies and procedures.
  • Update timely staff’ personnel file (as per the HR policy) and financial need maintaining confidentiality of both electronic and paper documentation. Safety measures should be taken to avoid any leakage and/or loss of information. 
  • Maintain updated personnel contracts file, updated dependent lists and record in confidential manner.  
  • Support AHRS on preparation and issuance of personnel contract, Probation letter, transfer letter, contract extension and medical letters
  • Assist AHRS in  recruitment and selection process (provide advice and assistance to supervisors on staff recruitment. Draft notices and advertisements for vacant staff positions, organize interviews schedule and inform applicants)
  • Maintain the employee details in WFD software in timely manner of LRBSU.
  • Assist AHRS in coordination and follow up with line manager for completing the process of probation waiver of the staff.
  • Ensure logistic support in organizing training and workshops at Kathmandu and in the field as required.
  • Keep track of monthly attendance and leave record of staff and short-term consultants and upload in e-file.
  • Arrange for GPA (Group Personal Accident) and Medical insurance for staff/Interns/OJT and their dependents.
  • Prepare staff ID Cards, SDC Field ID Card and SDC Entry Pass and keeping record of it.
  • Arrange for medical-check-up of newly recruited staff in coordination with AHRS
  • Arrangement and preparation for orientation schedule for newly hired staff.
  • Assis AHRS on orientation on administrative Forms, leave, Travel order, Timesheet and security, rules & regulation as per OM.
  • Provide information of Leave without Pay (LWP) and staffs updates (HR clearance) every month for salary preparation to Finance and Accounts Controller.
  • Assist AHRS for facilitation of staff’s exit process such as providing forms, exit interview form, calculating leave balance.
  • Arrange the required administrative related documents for yearly audit.
  • Provide information and assistance to staff, supervisors and Council on human resource and work-related issues.
  • Other HR related matters as assigned by the AHRS.

Shortlisting will be done on the basis of your answers while applying, please answer the questions carefully. Only shortlisted candidates will be contacted. Telephone enquiries will not be entertained.

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