Crown Agents is a high impact social enterprise passionate about transforming the future for millions of people. Since our creation in 1833 we have worked across the globe to improve public services and drive economic growth. Our expertise is finding new solutions to difficult problems for clients in the areas of health, governance, economic growth, humanitarian action and supply chain services. We work with and train leaders at local, national and international level to achieve lasting change drawing on our insight and experience.
Appointment: Administrative Assistant, 1-Kathmandu, Crown Agents Nepal
Reports to: Administration Officer
Terms of employment: Fixed Term/Project Employment Contract
1. Background
The Nepal Safer Schools Project (NSSP) is one of six projects comprising DFID’s ‘Strengthening Disaster Resilience’Programmein Nepal. These projects look to achieve increased preparedness and capacity of disaster management systems, and the building of resilience to minimise the impact of natural hazards in Nepal.
NSSP is working to increase school safety in the mid- and far west regions of Nepal. Through retrofitting and reconstruction works, anddisaster risk reduction (DRR) education, NSSP aims to develop 180-250 schools as safe learning environments. The Project also aims to share its systems and learnings with the Government of Nepal for wider application and sustainability its aims in Nepal.
In order to achieve this, DFID has contracted Crown Agents to:
Provide overall management and leadership to deliver the Project on time and within budget:
Provide technical support for the design and delivery of agreed outputs and activities;
Procure equipment and facilities as required, in accordance with the Government of Nepal and DFID’s procurement guidelines;
Quality assure the work of sub-contract service providers, and monitor, evaluate and provide lessons learnt during implementation for adoption by the Ministry of Education for future school resilience and construction programmes;
Coordinate and prepare routine and special progress reports and final programme evaluation and impact assessments;
Support DFID’s and the PIU’s coordination role with external and government stakeholders.
Adapt current safe resilient school guidelines to inform the revision and adoption of updated guidelines and management systems.
2. Duties and responsibilities
The Administrative Assistantwill be based in Crown Agents’Nepal Office and will work closely with the operations teamto provide administrative support for the smooth functioning of the office, and implementation of NSSP and other projects in Nepal.
Key responsibilities include:
Responsibilities related to Administration Function:
- Performing office reception duties, including handling visitors and phone calls, and ensuring office space allocation for short term visitors as well as meeting room bookings if required.
- Assisting on different arrangement for meetings, trainings or program events.
- Assisting with logistics and operations support tasks, such as obtaining quotations and picking up and delivering documents.
- Managing staff travel, including booking flights and accommodation.
- Maintaining working relationships with the office landlord and building maintenance vendors
- Maintaining proper record of office equipment, computers and furniture.
- Maintaining project inventories, ensuring adequate office supplies and stationery.
- Managing project vehicles and motorbikes, including reviewing vehicle logs and mileage records on a monthly basis.
- To manage the field level vehicle hiring process and its documentations.
- Managing staff medical insurance claims and Leave records.
- Knowledge about the visa processing of International expertise.
Responsibilities related to Finance function:
- Managing petty cash- Being the custodian of petty cash for all projects of Crown Agents in Nepal.
- Handing over cheques to vendors after obtaining appropriate identification document.
- Receiving invoices from the vendors and forwarding to the appropriate project finance for further processing.
- Assisting on Compilation of withholding tax made by all projects and depositing it in to Inland Revenue Office on monthly basis together with E-return filing.
- Assisting on compilation of social security dues to be paid on monthly basis of all Nationally contracted staffs.
- Supporting finance colleagues to gather documents during the time of audit (Statutory as well as project if any)
3. Qualifications and Competencies
- Bachelor’s degree in relevant area such as management/administration is essential
- Minimum of 2 years’ experience in a related field
- Administration management experience on International Development projects
- Strong analytical and computer skills
- Fluency in English and Nepali required
- Ability to expertly manage competing priorities and have strong time management skills
- Strong communication and interpersonal skills
- Excellent attention to detail and organisational skills.
To Apply: Interested candidates are requested to send a cover letter, updated CV and list of two references by 23 December, 2019 to [email protected] short-listed candidates will be contacted. Phone calls will not be entertained.
