Administrative and Security Assistant

Job Description

NDI-Nepal is seeking applications for the position of Administrative and Security Assistant to support the administration and security operation of the field office. This position reports to the Senior Administrative and Finance Manager.

To perform this job successfully, an individual must be able to conduct each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

PRIMARY RESPONSIBILITIES:
ADMINISTRATION

• Handle the reception, answer phones and transfer calls to the appropriate staff;
• Coordinate and track vehicles’ movement for the office daily usage and program;
• Circulate and keep record of renewal and subscription of newspapers and magazines, due date for utility bills, internet, telephone and cell phone bills, etc.;
• Support NDI’s administrative and logistics matters and provide secretarial support where needed;
• Keep up-to-date records of books and NDI publications;
• Maintain a detailed inventory record of all assets and resources, including tracking any new additions, write-off/disposals, movement across offices, tagging and periodical physical verification;
• Monitor and keep record of supplies and consumables (toners/stationery) ensuring these are expended judiciously and avoid any stock-outs;
• Maintenance of all payment documents and receipts according to the NDI policies and guidelines against the project budget and timely submission to the Finance

Department; and SECURITY

• Assist with updating the security plan on a regular basis;
• Provide security updates during the weekly staff meeting as well as circulate daily situation update to the staff;
• Coordinate with UN agencies and with OSAC to get accurate and updated information on the security situation and ensure the information is communicated to the Senior Country Director and the rest of staff;
• Clear travel plans and locations with relevant UN and American security sources before providing approval to staff to travel outside Kathmandu;
• Ensure installation and maintenance of security equipment within the office premises and residences like fire extinguishers, fire blankets, earthquake detectors, trauma kits, MS Strap, etc.;
• Plan and coordinate fire drills, earthquake drills, and first aid training periodically;
• Track staff movement when travelling outside Kathmandu to ensure that they carry satellite phones, GPS tracking systems, medical and trauma kits, and ensures they use viable and secure hotels;
• Keep the Supervisor updated on the security situation and perform other duties and projects assigned by the supervisor.

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s Degree in finance, accounting, business administration and/or a related field;
• Minimum of two (2) years in administration and security operations; preferably with an international NGO working with USAID funding

REQUIRED SKILLS AND ABILITIES:

• Ability to handle multiple tasks simultaneously; ability to follow through on multiple tasks in a fast-paced work environment; deadline and detailed oriented; requires little oversight to complete tasks.
• Ability to be creative and to proactively identify procedures and policies to improve the overall efficiency and organization of administrative systems.
• Capacity to work both independently with minimal supervision and as a member of a team.
• Strong time management skills.
• Strong interpersonal skills that foster productive business relationships and effective interaction with staff and vendors.
• Strong oral and written communications skills. Good grammar, punctuation and editing skills.
• Ability to ask questions and seek guidance when necessary.
• Proficiency with Microsoft Windows, Excel spreadsheet applications, accountingrelated software, and internet-based content research.
• Experience with Google Apps (Gmail, Calendar, Google Drive, G+, etc.) strongly desired.
• Experience with event planning and management.
• Ability to analyze and interpret governmental and organizational rules and regulations; and
• English and Nepali language fluency required

Apply Instructions

To apply, please e-mail a CV and cover letter to nepaljobs@ndi.org

Short listed candidates will be contacted. No phone calls please!

Applicants need to possess work authorization to work in Nepal.

NDI is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, marital status or any other characteristic protected by law.

This Job is expired. The Company is no longer accepting applications for this position.