The HR and Administration Assistant will be responsible for coordinating and processing all types of human resources matters and support Senior Finance and Compliance Manager for ensuring effective and efficient human resources and administration of the project. The HR and Administration Assistant will report to the Senior Finance and Compliance Manager. 

Responsibilities and Tasks:

• Update attendance sheet and leave of employees
• Ensure accuracy and completeness of employee monthly timesheets and update files
• Keep up-to-date documents/reports/guidelines/audit files relating to admin/HR in an appropriate manner
• Manage the accrued vacation day and accrued sick day schedules for the project staff
• Keep track of overtime of support staff
• Coordinate day to day office administration work including asset management, procurement, hotel reservation, flight bookings, vehicle management, and maintain meeting schedules
• Be responsible for logistic arrangements on day to day office running, training events, field visits and meetings
• Process the procurement request including filling the requests, handing the purchase, completing the receiving reports and update the price list on period basis
• Update rates and vendor lists and documents for record
• Oversee the cleaning and proper management of premises, garden, kitchen, etc.
• Manage the reception desk including management of incoming and outgoing telephone calls, mail, vehicle booking, visitors/vendors
• Assisting in setting up meetings, appointments and training sessions as and when required; including all scheduling meetings within the project team 
• Prepare draft letters for the project
• Be responsible for getting meeting minutes to be signed
• Keep record of vehicle status and manage them
• Maintain registration form of participants during events
• Provide logistic assistance and prepare packages for indoor/outdoor meetings
• Assist in collection of technical inputs from the various components of the project for the production of different reports
• Ensure that deliverables are saved and filed properly in Word as well as PDF formats in proper directories on the ‘cloud’
• Manage proper structuring and filing of all official project documents on the ‘cloud’
• Supporting in the formatting of all the deliverables in project format
• Undertake periodic field visits
• Be responsible for proper storage and filing of program management correspondence with the Steering Committee and other important Government Agencies
• Handle all administrative and human resources tasks as entrusted by the Chief of Party, Deputy Chief of Party, including the photocopying and scanning of important documentation for the project
• Perform any other duties requested by the Senior Finance and Compliance Manager

Selection requirements:

• Very good command of English and Nepali
• Bachelors’ degree or equivalent in HR /Business Administration, Finance/Accounting
• At least two years of confirmed experience with international project (s) in the area of HR / administration
• Have strong analytical & quantitative skills 
• Have a strong command of IT Office Tools
• Have good communication skills
• Demonstrate that you work in teams
• Ability to work under pressure and adhere to deadlines
• Ability to manage change

TO APPLY:

Please sent your updated CV with two references and an application cover letter, expected salary describing your competency and experience that meet the position to [email protected] by 5:00 pm September 30, 2016. Please mention name of the position title that you are applying in the subject of your email.        

Only short listed candidates will be invited for interview. Telephone enquires will not be entertained.