Administrative Assistant
Sajhedari - Support to Federalism (STF)

The USAID/Nepal Sajhedari - Support to Federalism (STF) project is a six-year technical assistance project that aims to support the Government of Nepal (GoN) in the transition from a unitary state to a three-tiered federal system. This support will be focused on achievement of the following objectives:

1: The GoN creates sound policies and legislation that empower, finance and regulate provincial and municipal governments;

2: Provincial and municipal governments are more responsive, accountable, transparent and effective; and

3: Citizens and civil society organizations in the target municipalities are more involved in local decision-making and oversight.

Administrative Assistant

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NUMBER OF VACANCY: 1

SUPERVISOR: Finance & Administration Director

LOCATION: Kathmandu

POSITION RESPONSIBILITIES: 

  • Manage the reception desk, welcome visitors and answer their inquiries or guide them to the appropriate STF staff members
  • Coordinate hospitality functions as needed
  • Answer and direct phone calls to STF staff members
  • Perform typing, filing, and handling of correspondence in relation to procurement, inventory, personnel and logistics support
  • Receive and register all incoming mails and forward/circulate mails to users
  • Ensure that all mail is delivered in a proper and timely manner
  • Prepare and update invitation list and guest list for workshops and meetings, send out invitations and receive confirmation
  • Provide logistical support for workshop and meetings
  • Maintaining the Inventory system according to USAID procedures
  • Ensuring filing is up-to-date and maintaining complete and accurate records
  • Assisting in procurement and finance as required
  • Maintaining central filing for all technical resources (tools, reports, and other items)
  • Assisting the Finance & Administration Director in recruitment, development of terms of reference (ToRs) for short- and long-term assistance, providing country- and project-specific orientation and on-boarding for new project staff, and facilitating the performance management process
  • Maintaining the STF staff Leave Record
  • Assist in making arrangements/reservations for STF visitors and maintain a visitor schedule

QUALIFICATIONS:

  • Bachelor’s Degree in Business, Accounting or a related field
  • Minimum of two years of experience in office administration, logistics management, and event/meeting coordination
  • Respectful and tolerant behaviour
  • Able to work well in a diverse team
  • Strong organizational and coordination skills, and timely follow-up
  • Careful, detail-oriented approach to work and ability to handle a demanding workload
  • Proficient in all Microsoft Office programs (Word, Excel, PowerPoint, etc.)
  • Fluency in English and Nepali Language

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