Programme Assistant

ARBEITER-SAMARITER-BUND DEUTSCHLAND e.V.

TERMS OF REFERENCE

Programme Assistant, Nepal

BACKGROUND:

Arbeiter-Samariter-Bund Deutschland e.V. (ASB) is one of Germany’s oldest and largest social welfare organizations with 16 branches at federal-state level and more than 200 branches at regional, district and municipal level. Almost 36,000 employees and some 15,000 volunteers ensure quality services in areas such as civil protection, rescue services and social welfare services. ASB is a non-political and non-denominational charity and relief organisation, helping all people – regardless of their political, ethnic, national and religious affiliation. ASB provides rapid and direct help to all those in need of support.

ASB began in 1888 with six carpenters in Berlin at a time when there were neither health and safety regulations nor Emergency Rescue Services and workers often sustained terrible injuries. ASB’s founding fathers successfully established the first “Training Course for First Aid after an Accident”. In 1909, the first Arbeiter-Samariter-Gruppen (Workers Samaritan Groups) from across Germany formed the Arbeiter-Samariter-Bund (Workers Samaritan Federation). 

Since its foundation, ASB has provided services that focus on people’s needs, including care for the elderly, rescue services, first aid, services for children and young people, support for persons with disabilities and those suffering from mental health problems, as well as foreign aid, etc. 

ASB’s Foreign Aid Department focuses on Humanitarian Aid, Disaster Risk Reduction (DRR), Return and Reintegration, as well as International Samaritan Cooperation. It provides both direct emergency relief to people hit by man-made or natural disasters and longer-term rehabilitation measures designed to promote recovery and restore the livelihoods of refugees, internally displaced persons and other vulnerable people. ASB currently has a portfolio of more than 100 relief, rehabilitation, development and DRR projects in countries like Bosnia, Georgia, Haiti, Indonesia, Iraq, Kosovo, Nicaragua, Niger, Philippines, Serbia, Ukraine and Nepal.

ASB is currently seeking expressions of interest from qualified and committed individuals for the position of the Programme Assistant in Nepal.

SUMMARY OF THE JOB PROFILE:

The Programme Assistant is responsible to provide administration, finance, logistics and technical support to the ASB Nepal Country Office Programme and Admin/Finance Units, contributing to the implementation of ASB’s Earthquake Recovery, Reconstruction and Resilience Building Programme in Nepal. The Programme Assistant will work closely with the Admin/Finance Officer and the Programme staff as necessary and assigned for effective the implementation of the Programme activities and the management of the office.

S/He will principally support ASB Nepal Country Office with backstopping, logistical and administrative tasks (contracting, procurement and activities such as meetings, workshops, trainings, etc.), preparation and collection of financial supporting documents, and the maintenance of project documentation. Furthermore, under the guidance of the Admin/Finance Officer, s/he will ensure the smooth running of a properly serviced and supplied Office. In  addition  to  the  administrative  aspects,  the  Programme  Assistant will  provide support in terms of content (correspondence, support to the elaboration of meeting agendas and workshops, translating, etc.) in line with project needs.

KEY DUTIES AND RESPONSIBILITIES:

Support to Office

• Under the guidance of the Admin/Finance Officer provide all necessary administrative and logistical support to ensure the smooth running of an efficiently serviced and supplied ASB Nepal Country Office;
• Assist in monitoring and management of the Office administrative/logistical/technical needs;
• Provide assistance in maintaining accurate file registers of all financial transactions on a monthly basis, including scanning of all financial documents; 
• Provide assistance in finalization of monthly financial reporting in compliance with FTL (Fudtrac light, an accounting software used in ASB office), ASB’s rules and regulations and donor financial requirements, as per needs;
• Provide overall assistance in procurement of goods and services in compliance with ASB’s rules and regulations, including ensuring oversight of the quality and quantity of any goods and services procured; 
• Assist with regular asset and supply inventory;
• Manage the incoming and outgoing ASB correspondence and other required documentation;
• As per needs, assist in recruitment of staff (advertisement preparation and publication, processing payments for the advertisement, downloading CVs, scheduling interviews, drafting contracts, etc.), maintaining and updating staff database, etc.; 
• Assist in organization of meetings, seminars, conferences and other events; arranging travel, accommodation, catering, interpretation, audio-visual equipment and other related tasks;
• Assist in tax and bank related activities;
• In absence of Admin/Finance Officer perform administration and finance related tasks as required;
• Perform other duties related to administration/ finance, and logistics as need. 

Support to Program Activities

• Provide all necessary programme related support to the ASB Nepal Programme staff; 
• Provide admin/logistic support to the Programme staff for carrying out major programme activities (i.e. trainings, workshops, field monitoring visits, etc.);
• Support to the elaboration of meeting agendas and workshops, translating/interpretation, etc.
• Draft meeting, workshop, etc. minutes and reports; 
• Assist in collecting, compiling and organizing background documents and other materials for meetings, research, etc.;
• Accompany Programme staff during field visits to the project sites and provide assistance with translation and documenting the project progress (photography, drafting human interest stories, etc.);
• Assist with social media related activities (i.e. maintaining ASB facebook page, etc.).

The Programme Assistant will comply with ASB safety and security guidelines and code of conduct and actively contribute to a safe, secure and healthy working environment for all team members, partners and beneficiaries.

JOB QUALIFICATIONS/REQUIREMENTS:

• Bachelors’  degree in management, business administration, accounting, or other related field;
• At least 2 years of experience in project and office support and assistance to I/NGOs;
• Experience in working in a recognized international NGO is an asset;
• Substantive knowledge of project and office administration, including HR management, procurement, logistics, etc.;
• Familiar with travel booking and arrangements;
• Fully computer literate and proficient in Microsoft office; 
• Excellent communication skills in English and Nepalese (both verbal and written); 
• Fast learner, flexible, able to multi-task and work well under pressure as a team player in a multicultural environment.

REMUNERATION

• ASB offers a competitive salary commensurate with the successful applicant’s experience and education.

APPLICATION PROCEDURE

Interested/ qualified candidates should submit their CV and Motivation Letter to the following E-mail address: office@asbnepal.org latest by COB *****day, *****, 2016. Incomplete applications will be automatically disregarded. 

ABS is an equal opportunity employer and is committed to diversity and inclusion within its workforce. ASB encourages qualified female and male candidates from all religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.