Administration Support Assistant

Job Title

Administration Support Assistant

Classification Level

G5

Organizational Unit / Duty Station

(Department / Zone Office / Delegation, etc)

Shelter Cluster Nepal/ Kathmandu/ Support Services/Nepal Delegation

Immediate Supervisor’s Title

Shelter Cluster Support Services Coordinator

Number of Technical reports (if applicable)

None

Number of Direct Reports (if applicable)

1

Number of Indirect Reports (if applicable)

N/A

The Government of Nepal has declared a state of emergency and appealed for humanitarian assistance internationally. All humanitarian cluster have been activated to facilitate the coordination of the international humanitarian response.

The government lead agency for the shelter cluster in Nepal is the Department of Urban Development and Building Construction (DUDBC).  The International Federation of Red Cross and Red Crescent Societies (IFRC) together with the NRCS are the shelter lead agency on behalf of the national and international humanitarian partners.  IFRC has deployed a Shelter Coordination Team to work with NRCS, the government and humanitarian shelter agencies in facilitating and coordinating the shelter response.

The Shelter Cluster Admin Assistant will be exclusively dedicated to the task of supporting shelter cluster support services coordinator and will work closely with the shelter cluster team in Nepal providing support on cluster coordination administration support, logistics, fleet support and any other assignment as advised by the shelter cluster support services coordinator.

The Administration assistant will support in performing day to day administrative functions to facilitate and contribute to the smooth and efficient Administrative functions of the  Shelter Cluster team in Nepal.  The assistant aids the support services coordinator and the team with the Admin, HR, Procurement, Fleet, and Security tasks. S/He will work in conjunction with Finance and other support service staff to ensure adequate support to programs, partners, and employees.

The position is for the period of 5 months with possible extension.

Although this position is focused on providing support through the Earthquake Operation Unit and IFRC in the area of Support Service, the incumbent is considered an integral part of the support system of Nepal Red Cross Society both in the assigned sector as well as the overall capacity building of the National Society.  As such it is expected that the incumbent works cooperatively with NRCS when called upon to support.

The scope of work shall comprise on assisting but not necessarily be limited to the following:

·         Implement functions such as recruitment and the administration of national and international employees attendance and leave records; support with all aspects of HR functions as needed.

·         Procure goods and ensure that appropriate procedures are duly followed; verify receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed.

·         Maintain positive relations with service providers and vendors.

·         Provide timely, accurate reporting on the jobs assigned.

·         Assist with asset tracking, maintenance, inventory, storage, and asset disposal.

·         In collaboration with management, assist with the safety and security of personnel and assets.

·         Ensure that office properties are well maintained and that sufficient resources exist to facilitate work.

·         Monitor fleet functions and coordinate driver schedules and or coordinate with IFRC fleet services.

·         Facilitate travel requests ensuring appropriate arrangements, costing and approvals are in place.

·         Verify invoices, prepare payment requests, and track outstanding payments.

·         Maintain a central filing system; ensuring consistent use and appropriate archiving of official administrative, finance and human resource documents.

·         Provide clear direction and regular monitoring and feedback on duties and responsibilities as outlined above.

·         Monitor international staff, national and consultants movement at the start of mission and end of mission.

Lateral relationships

·         Establish and ensure effective working relationships with the other staff members.

·         Ensure effective working relationships with National Society counterparts and leadership.

·         Ensure effective working relationships with the IFRC Delegation Staff and Head of Office.

Any other duties assigned by the line manager as required.

1.

Actively work towards the achievement of The Shelter Cluster Roles.

2.

Abide by and work in accordance with the Red Cross and Red Crescent principles.

3.

Perform any other work related duties and responsibilities that may be assigned by the line manager.

Education

Required

Preferred

Higher Secondary education in Management (+2) or equivalent qualification

X

Experience

Required

Preferred

Experience of working for the Red Cross/Red Crescent

X

Two (2) years of demonstrated experience in office management, logistical coordination, administration or other related work experiences.

X

Experience in humanitarian relief and emergency response setting

X

Work well in a team environment, able to work effectively with cooperative groups, donors, project staff, and other beneficiaries.

X

Knowledge and Skills

Required

Preferred

High level of interpersonal and communication skills.

X

Ability to work under pressure, flexibility

X

Computer Skills (Windows, Excel, Word Processing)

X

Demonstrated Leadership, organizational and analytical skills, rigor and ability to prioritize goals.

X

Languages

         Required

        Preferred

English and Nepalese

X

Other language

X

Competencies (to be filled in by HR)

Accountability

Integrity

Building Trust

Team Work

Communication