Senior Assistant to Nepal Country Director

An exciting opportunity has arisen for the role of Senior Assistant to Nepal Country Director in the Nepal Office of Adara Development, the international non-profit development arm of the Adara Group.

The Adara Group is a unique business-non-profit partnership. Adara Development specialise in remote health and education, child protection, community resilience, youth development and maternal and newborn health. In Nepal we have worked in Humla since 2001 (implementing our Remote Community Development Programme); in Kathmandu we have worked since 2005 (in child protection and youth development); and in Ghyangfedi, Nuwakot we have worked since 2015 in response to the earthquakes and now in quality education, child protection and youth development.

We are looking for a person to work as Senior Assistant to Nepal Country Director within our Nepal Team, based in Kathmandu office. The Senior Assistant to Nepal Country Director will support NCD and the office secretarial work.

OVERALL GOAL of The job

To provide secretarial and operational assistance to the Nepal Country Director (NCD) and to effectively coordinate, assist and provide administrative support to the Adara office in Kathmandu.

Key Responsibilities

Senior Management Administration Support:

• Provide assistance to the NCD in his daily tasks, such as scheduling meetings and appointments, taking notes, handling mail, correspondence, and reports.
• Assist the NCD in the preparation of documents, reports, presentations and letters as required.
• Handle visitors, calls and events for the office and the NCD

Office Coordination and Administration

• Coordinate with all Adara entities globally to establish smooth communication.
• Coordinate and organise internal and external meetings, functions and events as directed.
• Supervise the purchase of office equipment, stationary, toiletries, and other supplies.
• Ensure KTM office facilities are well-maintained, including office vehicles, equipment, space allocation and on-going maintenance.
• Oversee office cleaning ensuring the office is always clean and tidy.
• Review and maintain the Emergency Response Plan (ERP) and coordinate the appointment of fire wardens and first aid officers.
• Handle office mail, correspondence, and communication, and organise couriers.
• Liaise with office suppliers, vendors and service providers.
• Greet visitors to the office and perform tea/coffee runs for meetings where necessary.
• Maintain efficient hard and soft copy filing systems, as well as an effective archiving system.
• Renew insurance of office vehicles and their blue book on time
• Coordinate the office shutdown over weekends and public holidays
• Assist Adara Nepal staff and partners to use and adopt Adara branding guidelines and templates

Programme Administrative Support

• Assist programmes and M&E staff with programme reporting and data verification. Assist staff with document formatting, proofreading, editing, and branding, as required.
• Coordinate with partner organisations for meetings, events and reports.  
• Where requested, take meeting notes, circulate and document them.
• Ensure that the compliance documents of Adara partner organisations are up to date.

Travel

• Book flights, ground transport and hotel accommodation for the NCD, guests and visitors.
• Prepare and arrange itineraries and documents for travel.
• Prepare travellers in advance with relevant documentation and advice.
• Provide travel safety advice and situation update to the NCD, guests and visitors.

Human Resources

• Assist with HR processes including recruitment (collating applications, arranging interviews, feedback to unsuccessful applicants), inductions, and updating job descriptions.
• Record leave taken by KTM staff (I/NGO) and crosscheck monthly leave summaries from offices in Humla and Nepalgunj for the People and Culture team.
• Support Nepal staff with use of the new HR information system, Bob.
• Manage support staff (office helper, driver, messenger and gardener).
• Maintain proper updated personnel files, in both soft and hard copy.
• Maintain total confidentiality of organisational documents and all other information.

IT support

• Support with IT-related issues.
• Effectively liaise with the IT team in Sydney, Australia to help ensure all office equipment is operational including but not limited to internet connections for visitors and staff, and printer/scanner.

Competencies (including Qualifications and experience)

• Tertiary qualifications in a relevant discipline
• Minimum 3 years office and administration experience
• Experience working in government/non-governmental organisation
• Must be a Nepali national
• Strong attention to detail
• A confident, proactive, optimistic, open, honest and flexible approach
• Ability to work independently and use initiative
• High level of written and verbal English and Nepali writing and communication skills
• Advanced Microsoft Office skills
• Excellent time management, organisational and project management skills

Adara Development is a child safe organization. All employees are required to undergo a police record check and sign our Child Protection Policy.

WOMEN ARE STRONGLY ENCOURAGED TO APPLY.

If you are interested in applying, please send your curriculum vitae with cover letter at the email address: miriam.sadler@adaragroup.org . Applications close on Friday, 3 November 2023. Please ensure you put ‘SA NCD application’ in the subject line.

Please note that telephone inquiries will not be entertained.

Please visit: www.adaragroup.org