Administration Clerk

Under the direct supervision of the Administration and Logistics Senior Assistant, the Administrative Clerk is responsible for providing administrative and office support functions, ensuring high quality of work, accurate, timely, and properly recorded and documented service delivery, including effective and efficient functioning of the project office, full confidentiality in all aspects of the assignment, and maintenance of protocol procedures.  The incumbent is expected to perform the following duties and responsibilities including:

1. Office Support/Reception Functions:

• Routing of telephone calls and communication of messages within the office for appropriate action.

• Receipt of all visitors and incoming phone calls and directing them to the relevant unit/ individuals.

• Booking, setting up, and co-ordination of meeting rooms and video conferencing facilities for meetings.

• Collection, distribution, and dispatch of daily incoming and outgoing normal / courier mail and documents.

• Photocopying, scanning of documents, punching and binding reports, preparing folders, packing of goodie bags for donors

• Assist in the maintenance of a stock control and supply system for all office consumable items.

• Assist the supervisor in ensuring the proper functioning of office utilities, e.g. water supply, electricity, etc.) and as per instructions from the Administration Senior Assistant, supervision of maintenance work in the office

• Doing all the cleaning of the office 

• Assist the supervisor in the maintenance of the office's general filing system. 

• Under the guidance and supervision of the Admin Senior Assistant, maintain office log books related to stationary, kitchen items, sanitary items, drinking water, and fuel used for generators

2.  Administrative Functions:

Support the organization of special corporate events, luncheons, and receptions for high-level invitees from governments, UN agencies, governmental/non-governmental organizations, donors, and other partners

• Support to organization of internal meetings, conferences, workshops, and retreats; and logistics arrangements, including circulation of the documentation to be reviewed, minutes, and follow-ups.

• Support to the management team (administrative, logistical, and secretarial services)

• Handling certain payment accounts on a monthly basis 

• Perform other related duties as required.

Education:

• A High School Diploma  is required

• 2 years experience in clerical support

• Basic office skills.

• Experience in administrative or clerical activities is an added advantage.

Language:

• Fluency in writing and speaking Nepali and English is required