Job Purpose:

The Office Secretary is responsible for assisting a range of basic office support activities for SCM & Admin department alongside performing duties as office receptionist. Core range of duties include receiving visitors at office, receive and record incoming and outgoing official correspondence letters and phone calls while providing assistance in fleet management as required for WVI Nepal, National Office. The incumbent shall work as a focal person for management of domestic travelling including air ticketing along with clerical works as assigned by the supervisor. The Office Secretary will coordinate with staff members of team and guests, providing courteous, friendly and professional assistance.

Major Responsibilities:

• Quality front desk services to all WVI Nepal staff and visitors
• Appropriate communication and courtesy with vendors and receiving letters
• Support SCM team in collecting quotation and maintain the records
• Prepare of ID card for staffs as and when required
• Assist Admin & Logistics Specialist on administrative work as assigned
• Booking & procurement of tickets on Domestic & International Air as per approved request and handing over tickets to staff on time
• Preparing report of WVI Nepal staff travel movement every month
• Timely submission of domestic and international air ticket bills to finance for payment
• Facilitation of outgoing calls, receives incoming telephone calls & answer queries from external parties
• Proper courtesy and appropriate office protocols observed in all internal and externalcommunications and engagement with all customers
• Awareness of staff current job functions within WVI Nepal to be able to accurately answer caller’s questions and direct their calls
• Maintenance and update of Staff information and mobile phone numbers
• Maintenance and update of all changes in contact details of all NGOs, IOs, government ministries and emergency hotline numbers
• Receive couriers handed over to staff/departments on time
• Maintenance of courier register
• Maintaining record of daily incoming and outgoing documents
• Receive couriers handed over to staff/departments on time
• Maintenance of courier register
• Maintaining record of daily incoming and outgoing documents
• Demonstrating an understanding of and commitment to WVI Nepal’s Core Values in the approach to work and relationships
• Maintain a work and Life balance
• Pursue current career plan that is consistent with WVI Nepal’s strategic goal
• Receive vehicle requests and arrange vehicle management appropriately

Knowledge/ Qualification:

Essential:

• Experience of working in a professional environment for at least 2 years.
• Minimum of 2 years secretarial experience
• Graduate in any discipline

Desireable:

• Competent in the use of Microsoft Office including Word, Excel, Power point
• Knowledge in operating PABX System
• Good communication skills in Nepali and English (both written and spoken), including across all cultures
• Strong interpersonal skills & customer service
• Understand WV operation, structure and ministry

Is this job for you?

World Vision is dedicated to our team members’ development and their success. We aspire for all employees to be fulfilled through their work and their contributions to an organization working to provide long-term sustainable solutions to the world’s most vulnerable people.

Candidates fulfilling the criteria mentioned above may apply by August 21, 2022 by logging on to Office Secretary for more details on the position and application.

World Vision International Nepal is committed to diversity and inclusion within its workforce, and encourage candidates of diverse background, women and differently abled, to apply. Only short-listed candidates will be called for the subsequent selection procedure.

WVIN reserves all rights to qualify/disqualify applications in any case.
People & Culture Department
World Vision International Nepal