Office Secretary

(Open for female candidates only)

NOTE:

Before submitting your job application, please read carefully all instructions and requirements that are provided in the general recruitment info page and on this job advertisement.

The application form and CV template to be used to apply for this position are provided at the end of this job advertisement. Applications and CVs that are done in any other formats or that are submitted through other channels, will not be considered in the recruitment.

The application period is open until 23.59 NPT on Saturday the 10th of May 2025. Late applications will not be considered.

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Duty Station: Project Support Unit (PSU), Birendranagar, Surkhet

Recruitment: National. Preference to candidates who are from or based in Surkhet, no relocation or living allowances provided.

Accountable to: Chief Technical Advisor / Deputy Team Leader / Chief Administrative & Financial Officer (CAFO)

Reporting to: Chief Administrative & Financial Officer (CAFO)

Job description:

The Local Adaptation to Climate Change (LACC) Project supports land use planning and management, integrated water and forest resources management, environmental conservation, climate change adaptation, and disaster risk reduction in Sudurpaschim and Karnali provinces. The Office Secretary plays a crucial role in ensuring efficient office operations by managing administrative tasks, documentation, and logistical support.

The Office Secretary is a long-term position responsible for administrative and secretarial support, including document management, correspondence preparation, logistics support for meetings and events, and general office assistance. The role also ensures systematic filing, records management, and confidentiality while maintaining smooth day-to-day operations of the PSU. Majority of LACC Project documents are managed and stored as soft copies online and by utilizing Microsoft Office/365 applications, thus excellent IT skills are essential in this position.

This position offers an opportunity for young professionals to gain experience in office administration within an international development project while contributing to climate resilience efforts in Nepal.

Academic Qualifications: The candidate must have at least an Intermediate (10+2) qualification in Management, Administration, IT, or related field. Preference will be given to those with a Bachelor's degree.

Languages: Fluency in written and spoken Nepali and English

Experience and Skills:

• No prior experience is required, and fresh graduates are encouraged to apply. However, preference will be given to candidates with experience in office secretarial work, office management, or IT-related tasks, especially in donor-funded or international projects.

• Candidate should have strong IT skills and proficiency in MS Office (Word, Excel, OneDrive, PowerPoint, Teams, Outlook) and internet use, along with excellent organizational, time management, and multitasking skills

• Strong communication and interpersonal abilities, the capacity to work both independently and in a team

• A high level of discretion and confidentiality are essential

Key Responsibilities:

Administrative and Secretarial Support

• Systematically manage official documents, reports, and other materials

• Prepare formats, official correspondence and reports with the close coordination of CAFO

• Maintain proper filing systems for official letters, documents, manuals and any kinds of reports related to the project/schemes related reports (both digital and hard copies)

• Update and manage the project library (reports, guidelines, manuals) both online and as hard copies when necessary

• Archive project documents both online and as hard copies when necessary in both Nepali and English

Logistics and Office Management

• Arrange air tickets, hotel bookings, and travel logistics for project staff and visitors

• Provide logistical support for meetings, trainings, seminars, and workshops

• Assist in preparing identity and visiting cards for staff, printing of project related information, booklets & brochures and other project visuals as necessary

• Supervise and advise office support staff, including peons, gardeners, cleaners, and security personnel

• Manage and order office supplies, tea/coffee arrangements, and drinking water

• Support vehicle movement coordination and issue fuel coupons when necessary and fuel for generator

HR and Finance Support

• Collect, verify, and record timesheets, duty reports, and travel claims as per the LACC Project online processes

• Track leave records, holidays, and field trips in close coordination with CAAO

• Assist in processing insurance claims and reimbursements

Other Responsibilities

• Undertake additional tasks as assigned by the management and project administration team to support project goals

• Maintain confidentiality in all aspects of work

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APPLICATION MATERIALS

Application form: https://forms.gle/cUhhCgQC6kj4nk3j8

All applications for this position must be submitted by using the Google Form application that is provided in this section. Each applicant is allowed to submit only one application per position.

Before submitting your application, fill all sections carefully and attach your CV in a section specified in the application form. Please remember to submit your application after all sections are filled.

Application form:

CV template:

Each candidate have to attach their CV in the application by using a specific CV template that is provided below. After modifying the CV, the candidate has to submit the CV in a PDF format in their application in a section specified in the Google Form.

The same template is provided in docx, odt and rtf formats and the applicant can choose to fill either of these. The same template is also provided in the general recruitment information page.

Please name the modified CV by replacing your last name and first name in the file name as per following: "CV_your last name.your first name".