Front Office Associate

USAID Tayar Nepal Improved Disaster Risk Management Project

Request for Applications- Front Office Associate

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DAI seeks a Front Office Associate for the USAID Tayar Nepal Improved Disaster Risk Management Project .

Application Instructions:

Applicants should apply via Formsite at this link by no later than September 13, 2019 : https://fs9.formsite.com/daisuppliers/oiuh9cdwcn/index.html

Select the position in which you are interested in applying for, fill out the required information and upload CV. Only finalist candidates will be contacted. No phone calls or in-person applications will be accepted. Positions are for Nepal Nationals only.

Detail Scope of Work:

Position: Front Office Associate

Level of Effort: One Year Full-time, Fixed Term Contract, with possibility of

extension until the close of the project

Period of Performance: on/about November 1, 2019 –October 31, 2020

Base of Operations: Kathmandu, with travel to priority Tayar municipalities

Project Background:

USAID/Nepal’s Tayar Nepal – Improved Disaster Risk Management Project will strengthen the capacity of Nepal’s national and municipal institutions responsible for disaster preparedness and response. In a country prone to a myriad of natural disasters, at the national level Tayar Nepal will build the capacity of disaster risk management (DRM) institutions, including the newly created National Disaster Management Agency (NDMA). Locally, Tayar will support eight urban municipalities to develop risk-sensitive land use plans and then support the prioritization and implementation of a set of technical assistance packages improve disaster resilience. In the event of a disaster over the life of the five-year project, USAID/Nepal may engage the program’s rapid emergency response mechanism. Tayar will work closely with the Government of Nepal and Nepali emergency responders to mobilize technical assistance, commodity support, small-scale infrastructure, and information management support. Tayar will apply lessons learned from disaster response efforts to improve national-level DRM systems and municipal-level risk-reduction activities.

Position Overview:

The Front Office Associate is responsible for providing assistance in general office management including receiving visitors and office administrative support, logistics, administration and procurement support including stationery & supplies, coordination and bookings of flights and accommodation, meeting logistics, repair and maintenance of office equipment, etc. S/he will be responsible for providing administrative support to both programming and operations staff to ensure efficient operation of the office.

Responsibilities:

• Manage the office reception and be a point of contact for project staff, external stakeholders and visitors
• Manage incoming and outgoing correspondence according to project policies
• Provide general support to visitors and maintain contact lists and signing lists
• Demonstrate a warm, friendly and cooperative attitude with visitors and team members
• Prepare for all meetings in the project office, and manage the office reception area, perform reception duties, and receive visitors in a professional and efficient manner
• Coordinates events, meetings and logistics which includes conference room reservations, arranging for meeting refreshments, notification to members, distribution of meeting materials and minutes, and confirming participant reservations and attendance
• Provide clerical support including mailing, scanning, and photocopying for senior management
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for project staff as well as external stakeholders
• Make travel arrangements, including booking flights and hotel reservations for project international and home office staff according to established project policies
• Collect quotes and contact vendors pending project needs
• Maintain a proper and user-friendly filling and document control system for recording and tracking of all documents
• Oversees the maintenance of office equipment including the photocopier, binding machine to ensure that they are in working order and arranges for their repair and maintenance as needed
• Follow up with vendors for after sale service and maintenance

Qualifications:

• 2 years of administration support experience
• Previous experience working on USAID projects is preferred
• Strong verbal, writing and communication skills essential
• Excellent impersonal skills and telephone etiquette required
• Administrative, organizational and general office management skills
• Experience with Microsoft office suite
• An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Able to maintain good working relationships with team members while retaining high levels of confidentiality and discretion
• Fluency in English is required

Level of Effort, Location and Reporting:

The level of effort is 260 days per year.  The employment contract will be on a yearly basis, with possible extensions until the close of the project. The Front Office Associate reports to the Human Resources Officer.  The position is based in Kathmandu, with travel to priority Tayar municipalities.

“Women and people from marginalized communities are highly encouraged to apply”