Front Office Assistant

Front Office Assistant

Location: Kathmandu

Company Description

WWF Nepal, the global conservation organization leading international efforts for a living planet, seeks applications from qualified Nepali candidates for the following full-time position. If you think you are an achiever and willing to work within a diverse team in a multicultural environment with commitment and passion for what you believe in, you are highly encouraged to apply.

Our Mission:

At WWF Nepal, we firmly believe people and nature are inextricably linked. Our mission is to stop the degradation of our planet’s natural environment, and build a future Nepal in which people live in harmony with nature.

Our Vision:

From its origins as a small group of committed wildlife enthusiasts, WWF has grown into one of the world’s largest and most respected independent conservation organizations, active in over 100 countries.

Over this time, WWF’s focus has evolved from localized efforts in favor of a single species and individual habitats to an ambitious strategy to preserve biodiversity and achieve sustainable development across the globe.

WWF-Nepal envisions a prosperous Nepal, with an active and socially responsible citizenry that a greater sense of stewardship towards the environment.

Our Core Values:

We celebrate and respect diversity in nature and among the people, partners, and communities with whom we work. Across the many cultures and individuals that represent WWF, we are unified by one mission, one brand, and one common set of values:

Courage: We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
Integrity: We live the principles we call on others to meet. We act with integrity, accountability, and transparency, and we rely on facts and science to guide us and to ensure we learn and evolve.
Respect: We honor the voices and knowledge of the people and communities that we serve, and we work to secure their rights to a sustainable future.
Collaboration: We deliver impact at the scale of the challenges we face through the power of collective action and innovation.

Job Description

Major Functions:

Under the direct supervision of the Administration Officer, performs all secretarial services including handling reception, telephone inquiries, correspondence management, bill processing, drafting letters, administrative services, travel management, logistics support etc.

Major Duties and Responsibilities:

1. Front Office Management and Call Handling

Manages the Reception desk. As a first point of contact, projects a good image and tries to promote the WWF brand through good etiquette. Manages and maintains the front office efficiently and ensures that the reception area is always clean and tidy. Manages the staff update for timely and correct reporting of the status of staff’s office timings. Routes all telephone calls accurately and courteously. Takes and relates messages and greets visitors. Ensures EPABX system up and always running except for technical failures.

2. Assist in Correspondence Management

Responsible for all mass mail dispatch. All individual letters shall be collected and dispatched with a copy to the Central Filing System. Assist the Administration Officer for mobilizing the messengers for dropping local mails, regular and timely checking of post office boxes, etc. Updates the mailing list of WWF Nepal partners, INGOs, Governments etc. Timely updates the contact list of all staff.

3. Assist in Office Administration & Maintenance

Assist the Administration Officer in mobilizing the office messengers to ensure that the maintenance of office premises and all equipment are duly taken care of including those in the common pool and shared areas such as the meeting halls. Assist Administration Officer to oversee office functionality in general and check all individual offices are adequately managed and staff are comfortably settled in. Informs the supervisor to take immediate corrective action for any malfunctioning of office premises and equipment. Responsible for logistics support, ID cards and visiting cards requisition prior to new staff arrivals in coordination with the People & Culture unit. Also, supports Finance & Administration unit in Inventory Physical Verification.

4. Petty Cash Disbursement, Bill Processing and First Aid Maintenance

Maintains an accurate record of petty cash in coordination with the Administration Officer and reports for replenishment of the petty cash, in a rotational manner. Verify all WWF Tax invoices and supporting documents for payment process. Maintains and replenishment of First Aid Kits in all respective areas in regular intervals.

5. Hall Bookings, Office Supplies, and Canteen Management

Acts as the focal person for meeting hall bookings and maintains a proper log so that there are no hall occupancy overlaps. Alerts staff at the beginning of the week on meeting hall bookings for the entire week. Ensures that all office and kitchen supplies are adequately maintained in the office. Disburses all stationary supplies to all staff as and when required. Ensures proper functioning of canteen facilities always ensuring a high degree of hygiene. Checks monthly bills of canteen operator ensuring match of monthly headcounts with the canteen supplier’s bill.

6. Fuel Coupons Disbursement and renewal of communication plans

Distributes fuel coupons to entitled staff on a monthly basis and maintains a record of the same. Processes for the timely settlement of the invoices. Enroll new staff in the communication plan and issue new sim card. Renewal of the policy of the communication plan timely.

7. Secretarial Services

Shall be responsible for getting photocopies, spiral bindings, etc. of documents on demand of staff members through the help of the Office Messengers. Responsible for checking and ensuring proper functioning of common office equipment like photocopier, scanners, fax machine, printers and telephones. Supports People & Culture unit to update the proper monthly record of staff leaves and office timings.

8. Other Duties

Performs other duties as directed by supervisor as and when required.

Supervisory Responsibility: None

Working Relationships:

Internal: Interacts daily with local staff and the supervisor.

External: Interacts frequently with non-staff individuals, visitors, and any outside callers, etc.

Qualifications

Knowledge: Bachelor’s degree in any field

Experience: Two years of relevant experience in a similar position.

Skills and Abilities:

The position requires fluency in English as well as familiarity with local dialects.
The ideal candidate should be a good team player, possess a pleasant disposition, be efficient, honest, and reliable and should be able to work well under pressure.
The candidate should be trained in telephone techniques.

Additional Information

Interested applicants are requested to apply for the position by 17:00 hours on October 7, 2024. Only shortlisted candidates will be informed.

Please do not click on “Apply with Indeed” button once you start the application process.

All your information will be kept confidential according to EEO guidelines.

WWF is an Equal Opportunity Employer. Please join us in our mission to save life on Earth.