Operations Support Associate

PROJECT OVERVIEW

CECI manages a 36-month regional initiative in Nepal and the Philippines, titled "Strengthening Civil Society for Inclusive Democracy and Human Rights" or the SAMA-SAMA project, funded by Global Affairs Canada (GAC). This initiative is implemented in 13 local governments (LGs) in the Madhesh and Lumbini provinces of Nepal. Therefore, CECI Nepal seeks qualified operations support professionals to join our team to enhance the overall operational efficiency of the Nepal office and the project initiatives.

POSITION OVERVIEW

The Operations Support Associate will be responsible for providing administrative, HR, logistical and project operations support to the Nepal office and SAMA-SAMA Project in Nepal. The position is based in the Nepal office in Kathmandu, with frequent travel required to government offices, partner offices, and project sites. The Country Representative will line-manage this role, while the Finance Specialist will serve as the daily functional and technical supervisor.

MAJOR DUTIES AND RESPONSIBILITIES

A. Human Resource

• Provide administrative support to the recruitment of staff and finalizing their contracts in accordance with CECI and Nepal office policies and procedures.
• Arrange logistics for staff movements, training, workshops, and meetings.
• Collaborate with finance and project teams to resolve logistical needs, including flight and accommodation bookings; facilitate staff advances and ensure timely settlement in line with approved financial policies.
• In coordination with the Finance Specialist, ensure that salaries, benefits and other claims of the staff are processed promptly.
• Support the staff benefits, including the opening and processing of social security and retirement fund accounts for newly recruited staff.
• Arrange onboarding and orientation procedures for newly recruited staff.
• Coordinate employee performance evaluations and document feedback.
• In coordination with CECI leadership, facilitate employee grievances and disciplinary actions in a timely and fair manner.
• Ensure compliance with health, safety, and security regulations in the workplace.
• Monitor and maintain HR records and reports, including leave, attendance, timesheets, travel, and mobility.

B. Procurement, Payment And Accounting

• Provide administrative support to the recruitment of consultants and finalizing their contracts in accordance with CECI and Nepal office policies and procedures.
• Together with the Finance specialist and Programme and Inclusive Governance Lead, maintain and update procurement plans.
• Update vendor lists and develop necessary contracts. 
• Initiate and manage procurement of goods and services necessary for the delivery of projects, including office supplies, equipment, and required training materials in accordance with organizational policies and procedures.
• Collect, verify, and process invoices and bills, ensuring compliance with CECI Nepal’s financial rules and regulations.
• Build and maintain supplier relationships, conduct market research, and negotiate contracts for cost-effective purchasing of goods and services.  
• Organize, scan, and maintain all financial documents and proof of transactions for final submission to NetSuite.
• Assist in project audits and statutory audit processes, including documentation and coordination with external auditors and internal project teams. 

C. Office Administration, Logistics, Asset Management and IT

• Oversee administration of Nepal office and rental vehicles, ensuring compliance with registration, insurance, licensing, and maintenance regulations.
• Ensure updated contract and payment of office rent and other utilities.
• Maintain and regularly update inventory records and asset registers.
• Prepare, submit, and file TDS and e-TDS in compliance with statutory requirements.
• Maintain organized filing systems, records, and office consumables inventories in both physical and digital formats.
• Facilitate the tracking, tagging, and recording of both fixed and non-fixed assets in real-time.  
• Collaborate with IT service providers to maintain operational IT systems in the country office, including hardware troubleshooting and network connectivity.
• Ensure the smooth functioning of day-to-day office, administrative, HR and logistical operations.
• Oversee office maintenance and ensure a safe and clean working environment.
• Manage front desk, receive, answer, log, and dispatch telephone communications. 
• Maintain a phone tree and emergency and regular contact details of partners and stakeholders for efficient communication management. 
• Support the preparation and submit official letters, agreements, and documents to government agencies. 
• Organize and archive official correspondence for easy retrieval, ensure timely delivery of communications, track responses, and update and maintain mailing lists for government contacts.
• Facilitate the scrap or auction process of liquidable assets.

D. Additional Responsibilities

• Perform other administrative, HR, and logistical tasks as assigned by the Finance Specialist, Programme and Inclusive Governance Lead, MEAL and GEHR Specialists, Country Representative, and Regional Team Leader-Asia.

E. Safeguarding and Ethics

• Ensure compliance with CECI’s procedures, policies, security guidelines, and local laws to maintain a safe and inclusive work environment.
• Promote health, safety and security, protection and safeguarding awareness and adherence among team members, ensuring regular training and up-to-date background checks, including working with children.
• Uphold CECI’s Code of Conduct by preventing sexual exploitation, abuse, and harassment in the workplace.
• Lead a culture of strong governance that prioritizes health, safety, security, and operational risk management.

QUALIFICATIONS

• Bachelor’s degree in business administration, management, office administration, or related fields.
• At least 5 years of experience in a combination role encompassing project operations support, human resources management, and office administration and logistics management, preferably in an INGO setting.  
• Background in accounting or finance is desirable.
• Background in government regulatory compliance related to INGO development projects in Nepal.
• Excellent administrative and time management skills.
• Strong communication skills, writing and speaking in Nepali and English and proficiency in MS Office applications (Word, Excel, PowerPoint) and their Google Workspace equivalent.

REPORTING AND SUPERVISION

• The Operations Support Associate will report directly to the Country Representative, with functional reporting to the Programme and Inclusive Governance Lead, and close coordination with the Finance Specialist.

WORK CONDITIONS AND LOGISTICS 

• Duty station: Nepal office in Kathmandu, with travels to project areas in Lumbini and Madhesh provinces.
• Transportation allowance for official activities and a work laptop will be provided.
• Statutory benefits as provided by the Nepal labour laws.

REFERENCE AND VETTING PROCEDURE

CECI conducts comprehensive background and reference checks, emphasizing protection and safeguarding. Candidates must provide contact details for three references, who will only be contacted with explicit consent.

APPLICATION 

Submit your Cover Letter and CV/resume to cecinepal@ceci.ca with subject [NP] [OpsSupport] [Last Name] on or before 5 PM Nepal time, Friday, February 20, 2026. 

Download the detailed TOR here.

CECI is an equal opportunity employer. We encourage applications from women and marginalized groups, including people with disabilities and sexual and gender minority (SGM) individuals. Reasonable accommodations for people with disabilities are available upon request for candidates participating in every step of the hiring process.