Program Secretary (officer level)

One Heart World-Wide (OHW) Nepal is an INGO working in the field of Maternal and Child Health.OHW Nepal is seeking to recruit a qualified Nepali Citizen for the position of Program Secretary.

Required No (s): One

Program Secretary (officer level): Full-time position Kathmandu based with need to make field visits.

KEY RESPONSIBILITIES:

Under the direct supervision of Country Representative and Admin Director, the Program Secretary support activities related to office administration, logistics and Program in Kathmandu Office including:

• Manage the reception desk, welcome visitors and answer their enquiries or guide them to the      appropriate OHW staff members.
• Handle OHW related telephone call enquiries, emails, correspondence, scanning documents and fax
• Maintain filing of administrative documents from the INGO, SFO, SWC, MOHP and other partners.
• Handle travel arrangements and hotel reservation for OHW related visitors and program team members.
• Support logistic management for OHW in-country meetings and seminars.
• Work with Logistic officer and Admin staff to ensure the correct functioning and maintenance of the office premises and equipment.
• Register and file a copy of all incoming and outgoing mails and forward/circulate original copy of mails to respective staff members and CR.
• Maintain records of meetings and prepare minutes for future reference.
• Provide secretarial support services to Country Representative (CR).
• Prepare and update invitation list and guest list for workshops and receptions, send out invitations and receive confirmation.
• Work with Logistic team to publish Expression of Interest to potential bidders and partners
• Prepare database of local INGOs, NGOs and Government Partners for regular correspondence.
• Prepare database of suppliers to whom PO will be issued
• Fix appointments and arrange meetings for the CR, Program and Admin Directors and inform about the meeting schedules.
• Work with HR and Admin team to prepare and maintain staff leave record and monthly time sheet
• Facilitate the program and admin-logistic team to receive requests from staff for goods and /or services and assist the team for approval as per OHW procedures.
• Work with the Admin and Logistic team to prepare purchase order (PO) in accordance with OHW procedures and forward the approved PO to the Administrative Director for final processing.
• Work with admin and logistic team to check legal and debarment status
• Send request for meetings to OHW Partners
• Assist Logistic officer to send quotations and make comparative chart of suppliers
• Assist HR officer to publish vacancy announcements
• Assist to handle petty cash, make payments to the vendors
• Work with Admin officer and HR officer  to process the Medical Insurance Claim
• Supervise  Administrative and Logistic Assistant in his day to day work
• Supervise Housekeeper in performing her responsibilities to keep OHW Nepal office neat, clean and in good working environment.
• Supervise drivers in keeping vehicle log of OHW vehicles and check the vehicle logs and sign them to ensure a good control over the use of vehicle by the OHW staff.
• Work with Logistic Officer to prepare Goods Received Note
• Record all OHW assets  and ensure assets are safeguarded and used properly
• Supervise Admin and Logistic Assistant in maintaining inventory of office supplies
• Work with Logistic Officer to prepare and maintain property custody forms
• Work with Logistic Officer to prepare Waybill and keep record of it

QUALIFICATIONS:

• Bachelor degree in any field from the reputed university
• Work experience in office management of a INGOs or development organizations.
• Work experience of over 3 years as the executive secretary to the country director or country representative of a development organization will be preferred.
• An excellent written and spoken English and Nepali is must with good articulation in communicating will be an added advantage.

APPLICATION PROCESS: Qualified candidates are requested to send their CV and a cover letter to: ohwnepal@oneheartworld-wide.org

• A cover letter  (no more than one page)
• Resume (no more than 2/3 pages)
• A list of 3 references, along with their contact information.
• Applications will be received until December 4, 2015.
• Only short-listed candidates will be contacted
• Telephone enquiries will not be entertained
• Salary and benefits as per the organization’s rules

Women candidates are encouraged to apply.