Administrative Assistant

Terms of Reference

Position: Administrative Assistant (AA)

Duty Station: Kathmandu, Nepal

Company Overview

Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies,societies and most importantly, people's lives.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status. 

Project Overview 

The Economic Policy Incubator (EPI), launched in 2016 in Nepal, is a programme jointly sponsored by the UK Department for International Development (DFID) and Nepal's Ministry of Finance. It is implemented by Palladium, in partnership with South Asia Watch on Trade, Economics & Environment (SAWTEE) and the Overseas Development Institute (ODI)

EPI's main objective is to strengthen economic policies and policy processes, support a better regulatory environment and harness investment in order to create quality jobs and achieve higher and sustainable economic growth. EPI works with the Government of Nepal (GoN) to help improve the technical quality of policies, regulations and procedures, improve policy processes and build the capacity of key stakeholders to achieve stronger economic governance. 

General Duties and Responsibilities

The Administrative Assistant (AA) will work under the direct supervision of Finance & Admin Officer. S/he will be responsible for exploring efficiency in internal administration and legal compliance in line with EPI policies.AAwill also provide support towards maintaining efficient operation of the office, making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. 

Specific Role & Responsibilities

• Maintain and update staff files,leave records & attendance sheets for all project staffon a regular basis
• Manage and update the insurance policies of employees and office vehicle as well and ensure timely renewal/ purchase as needed
• Identify suppliers in consultation with Finance and Admin. Officer and make sure that the quality of service isgood and timely
• Provide support to manage database of suppliers, quotation calls for various services, and preparation of comparison charts, follow ups etc. to confirm timely (weekly, monthly and yearly) completion of procurements
• Maintain appropriated records to ensure that procurement processes, decisions, and contractual agreements are accurately documented for accountability and audit purpose
• Manage and update company vehicle’s log books and ensure that every trip is signed correctly
• Take lead in visa processing for core staff, expatriates/visitors under the direct supervision of National Programme Manager and Deputy Team Leader 
• Assist in organizing EPI events such as meetings, interaction, workshops and other events as necessary
• Carry out functions related to day to day office management and administration 
• Manage travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations and maintain their record for further processes
• Handle and maintain professional communication via phone, e-mail, or any other medium
• Maintain office equipment, including computers, printersand photocopy  machines
• Maintain office supplies by checking inventory and update fixed assets
• Answer incoming calls and assume other receptionist duties when needed
• Undertake record-keeping functions maintaining both physical and electronic records 
• Support to set up provincial offices of EPI
• Carry out other activities as instructed by EPI management

Reports to: Finance and Administration Officer

Qualifications, Experience and Skills:

• Bachelor’s degree in management or relevant field.
• Minimum 3 years of experience in assisting admin function. 
• Ability to maintain the confidentiality of sensitive information
• Knowledge of operating standards of office equipment
• Ability to prioritize task 
• Ability to build and maintain good relationship with external contacts 
• Good command in written and spoken Nepali and English
• Proficiency in MS Office package, especially MS Excel, Word and PowerPoint, including Nepali typing
• Readiness to travel if required

To Apply:

Interested and qualified candidates are requested to apply online by 8th July,2019. The application should include a CV and a covering letter explaining why you think you are a suitable candidate for the job. Please CLICK HERE for online application.

 Only Shortlisted candidates will be communicated for further selection process.

Note: The contracting agency for the position will be either Palladium or SAWTEE