Office Secretary/Receptionist

Nepal Youth Foundation Nepal (NYF Nepal) is a non-profit organization working for the rights and welfare of the underprivileged children and youth of Nepal through educational, health and other humanitarian projects.

 NYF Nepal for its central office located in Chunikhel, Lalitpur, is seeking an experienced and self- motivated candidate for the position of “Office Secretary/Receptionist”.

 Purpose of the position:

 Responsible for managing the front office (office reception) and associated communication; provide daily administrative and secretarial support proper functioning of official works.

Major duties and responsibilities: 

1. Handle incoming phone calls/visitors in courteous and professional manner, answer basic inquires related to the organization, its programs while route calls/visitors to concerned official.
2. Communicate with internally with staffs as well as with external parties as guided (using various appropriate mediums – telephone, email, internet, faxes etc.).
   
3. Set appointments, schedule, organize meetings and also take minutes, arrange/prepare for necessary logistics/set up for meetings.
4. Maintain proper filing and record keeping of the official documents and ensure all files are well organized (hard copies and electronic copies)
5. Ensure reception area and entire office floor, corridor, open space, seating are neat and tidy; oversee parking space and instruct drivers/guards to manage vehicles as required.
6. Provide full secretarial service to the organization and assist in administrative and operational support works. Using computer and associated equipment - prepare/draft emails, letters, scan documents and make photocopies, bind reports and organize paper works. Prioritize, manage and organize tasks that needs to be performed.
7. Monitor and keep track of staff movement, ensure all staff register their attendance, update web/calendar as needed (ask staff to provide email/write on the front office board).
8. Regularly monitor media (Newspapers, News portals and other sources) in child-youth related matters, keep the record and communicate with team members.
9. For the best interest of the organization, carry out other support works as required/instructed by the supervisor.
10. Adhere to organization’s values/guiding principles and maintain proper office etiquettes and discipline, respect and follow organization's rules and regulations.

REQUIREMENTS:

• Education: Minimum Intermediate degree (Bachelor’s degree in Management preferred)
• Experience: Prior experience of front desk management (preferred)
• Training: Training in secretarial and office administration (preferred)
  
• Knowledge: Well acquainted with the intricacies of front office management, administrative works and secretarial support.
• Skills & Abilities:   

Communication: Excellent communication & interpersonal skills, able to work and effectively communicate across diverse group of individuals, able to type or produce letters/message in both English and Nepali.

Use of technology & equipment: able to effectively work on computer (Windows-based applications) and social media applications; handling of office equipment like EPAX phone, fax, scanner, photo copier machine.

• Behavior:           

Always exhibit and maintain professional etiquettes, should be sincere and honest at work, must be respectful to everyone and not be biased nor oppressive to anyone based on account of their caste, religion, ethnicity, age, educational profile, personal preferences or social background.

Agreeable & adaptive to changes, learning aptitude, self-motivated & goal/task-oriented.

• Duty Station: Chunikhel, Lalitpur
• Language: Bilingual, English and Nepali.
• Others:  Driving license for two-wheeler (motorbike/scooter).

Interested Nepali citizens who meet the above criteria are encouraged to apply with (i) a cover letter stating why you are suitable for this position and (ii) updated CV mentioning at least two referees (iii) copy of Nepali citizenship by August 31, 2022 to the HR Department, NYF Nepal, Chunikhel, Lalitpur Or can apply via email to hr@nepalyouthfoundation.org.np

Only shortlisted applicants shall be contacted for the further selection process. No telephone inquiries will be entertained. The organization reserves the right to postpone or cancel the recruitment process without assigning any reasons what so ever.