GRADE: 4
TEAM/PROGRAMME: Global Fund     
LOCATION:  National TB Centre
CONTRAC LENGTH: March 2018
CHILD SAFEGUARDING: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE: 
The Prevalence Survey Secretary is one of the team members of the PS Secretariat. He/she will support the PS team in day to day activities by doing clerical, logistical and other aspects as necessary. 

 
KEY AREAS OF ACCOUNTABILITY:

• Perform routine secretarial duties including typing, filing, and printing of documents and maintaining communication files.
• Provide support on logistic management of PS and  maintain records
• Design sample for certificates and banners and prepare reports of such events.
• Coordinate with the external participants of the regional/ global workshops/ seminars/ training including providing of PDI (Pre-Departure Information) via email, preparing and sending invitations to participants as booking hotel and venue and ensure confirmation of air tickets.
• Coordinate with procurement team of NTC to procure required stationery and other necessary equipment for PS.
• Report the stock of the equipment related to PS procured under Global Fund budget to the Save the Children.
• Negotiate the hotel rates as per requirements, collect and compile hotel bills of various residential and non-residential workshops/ meeting/ trainings and forward it to the finance team for payment.
• Coordinate payment of Per Diems and other incidental expenses to the participants as required. 
• Use a variety of software packages to produce correspondence and documents, and maintain presentation.
• Manage vehicle and transportation for Prevalence survey, hire vehicle as per need. 
• Translate Nepali to English and vice versa
• Assist the line manager in uploading minutes and other documents in intranet and scan official documents of various departments.
• Do the general correspondence for all departments including issue of Memos as per advice.
• Record discussion and minutes of different committees of PS
• Perform other duties as requested by the Principle Investigator ( PI), Survey Coordinator,  PS Specialist and other members of the PSS
• Support to PI, Survey Coordinator and PS specialist to produce report of the prevalence survey.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

Qualifications, Skills and Experience:

Education:

• Bachelor's degree  in any discipline preferably in Management (Commerce, Business  Studies/Administration)

Relevant Experience  

• Minimum 1 year of experience as  a Secretary or  other relevant positions  preferably at I/NGOs

Skills

• Proficient computer skills (MS Word, MS excel and PowerPoint, MS- office, email/internet, tally, tabucs)
• Excellent communication skills ( spoken and written skill in English and Nepali language)
• Excellent translating skills ( both Nepali- English and vice versa)
• Excellent skills in photocopy, filing, printing, binding, scanning 
• Excellent skills in minute taking and sharing with participants and concerned.
• Excellent skills in issuing  Memos  of various departments of NTC
• Report writing skills
• Ability to travel in the field

*GSI group include Female, Dalit Madhesi, People with Disabilities and other indigenous/minorities