Front Desk and Documentation Associate - 1 position

VACANCY ANNOUNCEMENT

Food-first Information and Action Network (FIAN) Nepal

FIAN Nepal is a member-based human rights organization registered as NGO at the DAO Kathmandu, and affiliated as a section of FIAN International based in Germany. FIAN Nepal was established in 2008 with the objective to promote and advocate for the realization of human right to adequate food in Nepal, focusing on protection of the rights of vulnerable people and communities.

Position Job:  Front Desk & Documentation Associate

FIAN Nepal invites applications from highly qualified and motivated individuals for the position of Front Desk & Documentation Associate, based in Kathmandu.

The Front Desk & Documentation Associate will serve as the first point of contact for visitors, maintaining a welcoming and professional environment at FIAN Nepal. This position supports a range of functions including reception, documentation, library management, IT focal/support, and coordination of logistical and administrative tasks. The role plays a key part in ensuring efficient internal operations, documentation flow, and smooth communication within and outside the organization.

Key Responsibilities

 Front Desk / Reception Duties

• Greet and guide visitors and stakeholders in a professional and courteous manner.
• Manage and route incoming calls, emails, and general inquiries.
• Maintain the visitor logbook and ensure proper ID and entry protocols.
• Handle incoming and outgoing mail/courier services.
• Assist in managing pre-requisition forms and coordinate necessary approvals.
• Support air ticketing, travel documentation, and payment processing for staff and guests.
• Maintain inventory register and update regularly with stock movements.
• Assist in logistical arrangements for meetings, workshops, field visits, and events.

 Documentation / Library Management

• Maintain and regularly update both physical and digital filing systems.
• Ensure systematic flow and filing of internal and external documents.
• Manage and catalog the organization’s internal library (manuals, reports, guidelines, etc.).
• Maintain and update key administrative records including: Leave Records, Attendance Records, Visitor and Vehicle Logbook
• Register and dispatch incoming and outgoing letters/documents; maintain an up-to-date dispatch register.

 IT & Digital Support

• Provide support in basic IT troubleshooting (e.g., printer, internet, email).
• Maintain an up-to-date IT asset inventory.
• Coordinate with IT consultants/vendors for any major technical support.
• Assist in setting up equipment for virtual/in-person meetings, video conferences, and presentations.
• Support updating and maintaining content on FIAN Nepal’s official website (events, news/articles job vacancies etc.).
• Act as the focal person for website and social media management/handling.

Required Qualifications and Experience

• Bachelor’s degree in Business Administration, IT, Management, or a related field.
• Minimum 3 years of relevant experience in front desk, documentation, and IT support roles (preferably in the NGO/INGO or development sector).
• Proficiency in Microsoft Office packages (Word, Excel, Outlook), expertise on graphic and database management would be add mover value
• Basic knowledge of IT troubleshooting and systems.
• Experience in using and managing content on website CMS (e.g., WordPress) is preferred.
• Strong command of English and Nepali-spoken, written typing, proof reading.
• Preferred knowledge and skills for publications (dealing with printing press and publishing houses)

Key Skills and Competencies

• Strong interpersonal and communication skills.
• Highly organized, detail-oriented, and efficient in multitasking.
• Ability to handle confidential information with discretion.
• Friendly, approachable, and professional demeanor.
• Proactive in problem-solving and supporting team needs.
• Good understanding of office systems and administrative processes.
• Valid two-wheeler driving license will be preferred

Working Conditions

The position is based at FIAN Nepal’s central office in Thapathali, Kathmandu. Occasional extended working hours may be required during events, donor visits, or report deadlines. Regular coordination with internal departments, external service providers, and visitors.

Deadline for submission: 28th August 2025 by 17:00 hours by forwarding self-introduction and motivation letter along with recently updated CV to this email address; info@fiannepal.org. Only shortlisted candidates will be contacted for further assessment /interview and successful candidates will be asked to join as early as possible.