Grade: 3

Location: Kathmandu

Team/Programme: Earthquake response program

Contract Length:Fixed Term 

CHILD SAFEGUARDING Level 2: Either the role holder will have access to personal data about children and/or young people as part of their work

BRIEF POSITION DESCRIPTION
The purpose of this position is to support in day to day administrative, logistic and other support functions in emergency. S/he will be also responsible to perform routine secretarial duties including documentation, correspondence, recordkeeping and file management, coordination and logistic support (meetings/events).

MAIN RESPONSIBILITIES

• Provide administrative/secretarial support to emergency response director and overall program.
• Provide logistic support in arranging workshop, seminars, and trainings, visits and visitors.
• Arrange/fix meetings, taking meeting notes/minutes 
• Provide logistic support to contact points
• Managing and maintaining all official records/files 
• Provide assistance and support to program team in report preparation and translation documents (English – Nepali- English) as per request 
• Maintain well documentation by preparing letters, memos, taking minutes. 
• Arrangement for abroad travelling, manage for VISA processing with coordination from concern department (HR department, Admin) 
• Manage logistics arrangements for guests, international staff (room booking, fixing appointments, vehicle arrangement and ticket confirmation) 
• Ensure that both incoming and outgoing mails/documents handling is done on time from/to general post office and outside agencies and DHL, Express Delivery and any other courier services. Also, ensure that these are distributed to the concerned staffs/section/departments. 
• Checking of goods when received and its required documentation. Also checking of goods to be dispatched and preparation of required documents.
• Update the security protocol including emergency communication tree of staff members including telephone and home addresses.
• Work as advised by immediate supervisor and program team

QUALIFICATIONS & EXPERIENCE

• At least Intermediate in any discipline with 2 years (1 year for GSI) of relevant work experience
• Ability to work in stress and pressure
• Energetic and committed