Corporate Services Assistant & Receptionist

Corporate Services Assistant & Receptionist, Grade-AA, Kathmandu

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Job Description (Roles and Responsibilities)

Note: All applicants are required to mandatorily fill the complete online application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.

Main purpose of job:

The main purpose of hiring a Receptionist/Corporate Services Assistant is to manage the front-office activities such as handling switch board at reception desk, services provided to the visitors by greeting, welcoming, and directing them appropriately. Assist corporate services in daily operation including procurement, HR and CLO activities. The jobholder will work across FCDO network, under the Line Management of Corporate Service Officer

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles and responsibilities / what will the jobholder be expected to achieve:

Reception Duty (40%)

• Greet visitors, deal with general enquiries, and provide client services to the public waiting area.
• Liaise with service providers as required and manage their access.
• Answering the general queries received at Switch Board.
• Receive and distribute mail.
• Support the planning and organisation of Embassy events (booking and setting up venues, coordinating guest lists, invitations, seating plans, running orders etc) and assist with high level visits, as required.
• Assistance in public relations events.
• Administrative support to the development cooperation programme as required.
• As part of the Embassy team, assist with other Embassy priorities as required.

Transaction Processing Finance (10%)

• Private billing of utility (telephone, fuel etc) to the staff and PAGS
• Check Mobile Phone Usage of individual staff when required and report to CSM for any escalation as required.
• Other ad-Hoc work request as per CSO/CSM/HCS
• Required to hold cash Imprest for cash payment in absence of other receptionist.
• Arranging Staff’s dip every morning for sorting out the newspaper in absence of other receptionist.
• Circulating information to respective staff on receipt of any Gifts/Parcels at reception.
• Support Bag items delivery to concerned department.

Human Resource (20%)

• Logistic arrangement for local training
• Coordination for any local translation.
• Filing of CBS staff personnel file
• Support on Staff survey
• Collection of staff medical claim from staff and handover of from to insurance provider for processing.
• Coordination with medical insurance provider for additional request from staff as required.
• Arranging flu vaccine for staff and family.
• Circulating HR related email as per the advice from CSM/HCS

Procurement and Administrative Works (30%)

• To procure and maintain stock of refreshment items for meeting and training.
• To procure small value item such as stationery and miscellaneous goods and paid it through GPC as per business requirement.
• Other low value procurement as per the advice or on ad hoc basis from the CSO/CSM/HCS
• Assisting in Finance and banking housekeeping as per request from CSO/CSM/HCS
• Assist to collect fund generated through official auction and scrap.
• Other ad-hoc procurement and administrative work as required.

Working patterns:

Full-time post with possibility of homeworking depending on requirement at reception.

Essential qualifications, skills and experience

Essential on arrival:

• Bachelor’s degree in any field (management preferred)
• At least 2 years of experience in Accounts / Management or HR management
• Proven record of working with others, good interpersonal skills & excellent teamwork skills
• Good knowledge of Microsoft Office Applications – Word, Outlook (email) & Excel
• Strong ability to multitask and take self-responsibility
• Proven customer service skills with an ability to handle difficult customers
• Excellent organising and administrative skills.

Language requirements:

• Language: English (speaking and writing)
• Level of language required: Fluent

Desirable qualifications, skills and experience

Desirable:

1 year experience working in front desk services.
Experience of working in diplomatic/INGO/NGO and/or any non-profit organization in same or similar role

Required behaviours: Changing and Improving, Delivering at Pace, Managing a Quality Service, Working Together

Application deadline: 8 August 2024

Grade: Administrative Assistant (AA)
Type of Position: Full-time, Permanent
Working hours per week: 36
Region: South Asia & Afghanistan
Country/Territory: Nepal
Location (City): Kathmandu
Type of Post: British Embassy
Number of vacancies: 1
Salary Currency: NPR
Salary: NPR 74,086 per month plus 10% provident fund contribution
Start Date: 9 September 2024
Other benefits and conditions of employment: For British Embassy candidates, the Country Based Staff BHC Terms & Conditions will apply.
Salary: will be all-inclusive of NPR 74,086 per month plus 10% Provident Fund Contribution.

The successful candidate will be provided with annual leaves, maternity/paternity and membership in the Embassy medical benefits scheme as per the Terms & Conditions of Services. The British Embassy in Kathmandu is part of a world-wide network of 240 Posts, representing British political, economic and consular interests overseas.

FCDO operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require. This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCDO has anywhere across the globe. We are aiming to make it the best. The British Embassy is an equal opportunities employer and does not discriminate on grounds of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation.

Please note – BHC does not deduct tax at source and employees are required to ensure that any requirements of local income-tax law are complied with in full. Employees who are not liable to pay local income tax on their Mission salary, e.g. Some non-local national staff and some spouses or partners of UK diplomatic staff will have their salaries abated by an equivalent amount.

Additional information

Note: All applicants are required to mandatorily fill the complete online application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.

To Apply:

Please note applications without (a) and (b) will not be considered. Point (c) to be adhere strictly.

a) Complete the Online Application Form.
b) Complete the Experience, Behaviours, Technical/Professional skills-based segment in the Online Application Form.
c) Applicants need to answer the questions based on their professional experience. Kindly refrain from use of AI based tools to avoid application from getting rejected/disqualified.

To ensure a successful application it is important that you explain how you demonstrate these behaviours and technical/ professional skills, basis your experience. You are strongly advised to read the Success Profiles Civil Service Behaviours Framework which provides a detailed guidance on how these behaviours are defined for each position.

Applicants are encouraged to use the STAR (Situation, Task, Action, Result) technique to prepare specific examples of when and how you have demonstrated these behaviours in your application, by evidencing a structured response, including your skills and experiences. You briefly describe the situation in which you demonstrated the behaviour, and then explain your task in addressing the situation, what action you took and the result of this.

Internal candidates applying for this position must have completed their probation and have prior approval from their line manager, else the application will not be considered.

We will accept only online applications by 08th August 2024 – 23:55 Nepal Time Zone

Please note that all the applicants will be required to strictly adhere to the security guidelines for British Embassy

Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered.
Only shortlisted candidates will be contacted, and no telephone enquires will be dealt with. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
The start date mentioned in the job advert is a tentative start date
The appointment will be subject to achieving suitable clearances which includes police verification along with references, educational and professional checks.
We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.