Administrative Assistant

The Norwegian Refugee Council (NRC), in partnership with the Nepal Bar Association, has established a program for the support of internally displaced and conflict affected persons in Nepal, with offices in Nepalganj, Biratnagar, Surkhet, Rukum and Kathmandu (covering 14 districts). The program is designed to provide Information, Counselling and Legal Assistance through a community-based outreach methodology. To extend the program activities to the Districts of Siraha and Saptari in the Eastern Terai NRC will during the month of June open a new Field Office in Lahan in Siraha District.

This NRC program is now seeking applications from qualified and experienced candidates for the following posts for the new office in Lahan:

Administrative Assistant ( 1 position)


Terms of Reference:

The Administrative Assistant will work under the direct supervision of the Project Officer to implement the Information, Counselling and Legal Assistance (ICLA) project in their areas of responsibility. The Administrative Assistant must be proactive and able to work with limited supervision.

DUTY STATION: Lahan, with periodic travel to surrounding districts and rural areas.


PURPOSE OF POSITION:


• Under the guidance of the Project Coordinator, contribute to the fulfilment of the aims and objectives of the NRC presence in Nepal.

• Be responsible for the provision of all forms of administrative support to the ICLA and shelter team.


DUTIES AND RESPONSIBILITIES


• Act as contact point in the field office for all field staff and Kathmandu-based staff;

• Receive visitors in the field office and respond to all telephone and walk-in enquiries in a prompt and courteous manner;

• Procure all items required for the functioning of the ICLA and shelter project, in accordance with NRC policies and procedures, including maintaining basic stationery and office supplies;

• Create and maintain an inventory of all office assets;

• Manage the operational cash set up in the field office, according to NRC procedures;

• Prepare regular financial reports;

• Maintain staff attendance and annual leave records;

• Coordinate staff entitlements, including travel allowances;

• Maintain an update schedule of all staff movements and ensure contact with all staff in the field at least on a daily basis;

• Manage office premises, including rent payments and building maintenance and repair;

• Manage vehicle and fuel log books for NRC owned and rented vehicles and generators;

• Arrange staff travel and accommodation as required;

• Coordinate and/or assist in the preparation of special events and activities (e.g. donor meetings, workshops, printing of awareness raising materials etc).

• Participate in NRC staff seminars and training; and

• Any other related tasks assigned by the Project Coordinator.


QUALIFICATION CRITERIA :


• Bachelor degree in Management and at least five year’s work experience in related field;

• Experience working with NGOs or another provider of services to vulnerable groups is strongly preferred;

• Dedication to the principles of NRC, including treating all people with respect, regardless of ethnicity, education or background;

• Team player, capable of handling politically sensitive situations and confidential client communications;

• Excellent communication skills;

• Excellent written and spoken in English;

• Excellent command of MS Office applications;

• Ability to produce high quality work with minimal supervision

• Willingness to travel occasionally to remote areas within the area of responsibility.


I hereby agree to content of these Terms of Reference:


Name:__________________________________________________________________


Signature:_______________________________________________________________


Date:___________________________________________________________________


Detailed Terms of Reference for all the positions may be collected at the NRC Office in Biratnagar, (Swagat Marg, House 34, Ward 15, Janpath Tole) OR at the Country Office in Ekantakuna, Lalitpur Kathmandu, OR by clicking the link www.nrcnepal.org.np

• Application from women candidates are especially encouraged.

• Candidates with a thorough knowledge and experience from Eastern Terai will be preferred .


APPLICATION INSTRUCTIONS:


Applicants must submit a cover letter and CV to NRC:

• by email to nrc@nrcnepal.org.np or
• by mail to GPO Box 98, Biratnagar
• by delivery to the NRC Office in Biratnagar, Swagat Marg, House No. 34, Ward 15, Janpath Tole

Applicants must indicate the position they are applying for in their cover letter.

All applications must be received by 5 pm on Wednesday 4th June 2008. Only short listed candidates will be contacted.



Special Instructions for Applicants:

The NRC shall promote and protect people who have been displaced internally regardless or race, religion, nationality and political opinion. All employees of the NRC should be able to adhere to our Code of Conduct and the four organizational values: dedicated, innovative, inclusive and accountable.