Administrative Assistant

Administrative Assistant

EnCompass LLC is seeking an Administrative Assistant for a five-year United States Agency for International Development (USAID) Localization Support project based in Kathmandu, Nepal. The Administrative Assistant will provide support to all operational and administrative activities. The Administrative Assistant must be highly organized, detail-oriented, and able to handle multiple tasks simultaneously. The position will be full-time and be based in Kathmandu.

Localization Support activity provides USAID/Nepal with technical assistance to strengthen the Mission’s ability to ensure that local actors are in the lead role for Nepal’s development. The activity provides support for: capacity strengthening for local actors to apply, receive and manage USAID awards; strengthening the Mission’s government-to-government (G2G) programming; and support USAID to improve localization programming.

The position will be full-time and be based in Kathmandu with possible travel within Nepal. Citizens of Nepal are strongly encouraged to apply.

Position Duties and Responsibilities

Essential functions:

Administration:

• Act as a point of contact for all Localization Support project office needs
• Ensures daily office opening and closing and welcomes visitors
• Prepares tea and coffee for staff and visitors
• Ensures that office spaces are clean and well-organized every day
• Ensure that drinking water/tea/coffee/ is prepared and distributed among the staff and guests during training/meeting/workshop.
• Maintain stock of tea, coffee, milk, sugar, and office cleaning materials.
• Make various photocopies and scan documents.
• Pay utility bills, such as gas bill and electricity bill, to respective bank for office
• Assist the Finance Manager during monthly closing by photocopying/scanning.
• Assist office staff during workshop preparations, duplicating materials, preparing folders for participants, ensuring that drinking water/tea/coffee/ is prepared and distributed among the staff and guests during training/meeting/workshop.
• Helping organize and maintain office common areas.
• Close all room doors and floor entrances at the end of working hours and ensure all electronics equipment is turned off before closing the door.
• Organize project activities as assigned (e.g., maintaining up to date participant lists, drafting communications, sending welcome letters, responding to questions, etc.).
• Arrange travel, including transportation, lodging, visas, and other necessary preparations for visiting staff and traveling team members.
• Support collection and filing for logistics (accommodations, transport, vehicles) invoices, receipts and payments.

Other:

• Engage fully as a member of the of the USAID Localization Support team team, including participating in staff meetings and other events, and providing administrative support to other team members as needed.
• Other duties as assigned.

Position Requirements

Qualifications

Academic Qualifications

• Bachelor’s degree and 2 years of experience; or Associate’s degree and 4 years of experience, or High School diploma and 6 years of experience.

Experience and Skills

• Minimum of 2 years’ working experience assisting with daily office activities required.
• Previous experience working in USAID, UN, or other donor-funded programs strongly preferred
• Excellent knowledge of MS Office 365, including Word, Outlook, PowerPoint, Excel
• Ability to multi-task & work well with others.
• Ability to listen and communicate well both verbally and in writing.
• Able to conduct a range of administrative functions in cross-cultural contexts.?
• Ability to work independently.
• Attention to detail and accuracy.
• High-level of working proficiency in both spoken and written English.
• Ability to work under pressure.
• Excellent organization skills and practices.
• Attention to detail and accuracy.
• Resourceful, problem solver.
• Great customer service and communication skills.

How to Apply

Please submit CV and cover letter, and complete the application on the Careers & Consulting page.

EnCompass LLC is a progressive Equal Opportunity Employer. We promote, celebrate, and support a diverse and inclusive organizational culture and workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where all are treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, hiring, promotions, disciplinary measures, terminations, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against individuals who report discrimination or harassment. Our continuing commitment to the principle of Equal Opportunity Employment for all means all employment decisions are based only on the job requirements, the candidate’s qualifications, and the needs of EnCompass as a business—not on race, color, ethnicity, national origin, religion, belief, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family/marital/parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.