Office Secretary

Swisscontact, established in 1959 in Switzerland, is a leading partner organisation for the implementation of international development projects. The organisation promotes inclusive economic, social, and ecological development to make an effective contribution towards sustainable and widespread prosperity in developing and emerging economies. It strengthens the competencies of people, improving their employability, increases the competitiveness of enterprises, growing their business, and fosters social and economic systems, promoting inclusive development.

Swisscontact, registered as an International Non-Governmental Organisation in Nepal, has been operating in Nepal since 1991. Currently, Swisscontact in Nepal has six development programmes across all seven provinces.

The Municipal Revenue Enhancement Project (MunRev) is a bilateral initiative of the Governments of Nepal and Switzerland, implemented by the Ministry of Land Management, Cooperatives, Federal Affairs and General Administration (MoLMCFAGA) and selected 12 partner municipalities of Koshi and Bagmati Provinces, with technical assistance from Swisscontact in Nepal. MunRev supports local governments to strengthen own-source revenue and tax compliance, improve inclusive and transparent public service delivery, and foster cross-government learning for better-informed fiscal policy, with gender equality and social inclusion (GESI) mainstreamed throughout. Through these efforts, the project aims to enhance the fiscal capacity of local governments and improve services for all citizens, including women and disadvantaged groups.

Position: Office Secretary
Location: Biratnagar, Project Support Unit (PSU)
Reports to: Admin and Finance Manager
Time: 100% (8 hours a day and 5 days a week)
Duration: One year initially, with the possibility of an extension

Purpose of the Job

The Office Secretary primarily provides day-to-day secretarial and coordination support to the Team Leader, while reporting to the Admin and Finance Manager on human resource, administrative and other operational matters. The role combines close support to the Team Leader on daily managerial and coordination tasks with responsibility for HR processes, event and logistics management, and general administration under the guidance of the Admin and Finance Manager, ensuring the smooth functioning of the project office and enabling the Team Leader and technical team to focus on programme delivery.

Essential Functions and Responsibilities

1.Compliance with policies, rules/regulations, and guidelines

Adhere to relevant policies, procedures, rules, regulations, and guidelines of Swisscontact in Nepal (Country Manual for Business Administration, Code of Conduct Against Corruption, Conflict of Interest, Basic Operating Guideline (BoG), Local Security Management Plan, Gender Equality and Social Inclusion Guideline and other specific policies guidelines and manuals applicable for the MunRev).

2. Support to the Team Leader and programme coordination

• Provide the full range of secretarial and administrative support required by the Team Leader in his/her role, including managing his/her schedule, appointments and correspondence.
•  Schedule and organise meetings; prepare and circulate meeting minutes and action points; and follow up on communications with team members and stakeholders.
•  Support programme activities and events on behalf of the Team Leader, including coordination with team members, partners, and government counterparts as required.
• Lead overall event management for project workshops, seminars, meetings and missions, in coordination with the admin team.
• Maintain an organised filing and record-keeping system for project correspondence, decisions and key documents.

3. Human Resource Management

• Conduct HR processes in accordance with the Swisscontact Nepal Employee Manual.
• Maintain personnel files and HR records, including new hires, transfers, terminations, changes in job classification, and merit increases, and track leave (annual, sick and personal).
•  Conduct initial induction for newly hired staff.
•  Prepare staff contracts, recruitment memos, minutes, contract renewals and related HR documentation.
•  Support the recruitment and selection process, including logistics management (meeting-room preparation, candidate invitations, informing the interview panel, and preparing evaluation sheets).
• Ensure probation and annual performance assessments are conducted on time, and remind the concerned supervisors accordingly.
•  Assist in payroll preparation by providing relevant data (absences, leave, bonuses, etc.).
• Support preparation of vacancy announcements and their placement in national/local newspapers and online job portals.

4. Other Responsibilities

• Discharge other tasks assigned by the Line Manager professionally and in a timely manner.
•  Proactively bring forward innovation and new initiatives for the project, in coordination with project management.
•  Proactively contribute to collaboration with other Swisscontact Nepal projects where possible.

Qualification, Experience and Competencies

• Bachelor’s degree in business administration or an equivalent field; a specialisation in Human Resources is an advantage.
•  At least three years’ work experience in administration and HR, preferably in the developmentcooperation sector with donor agencies, or international and national NGOs.
• Advanced communication skills in English and Nepali, both verbal and written.
•  Strong knowledge of administration, HR operations, and communications.
•  Excellent organisational and management skills, with strong analytical ability and a team-oriented approach.
• Ability to influence, communicate, cooperate and negotiate with a wide range of people and organisations (including government) at all levels, with tact, diplomacy, and sensitivity to cultural differences.

Gender Equality and Social Inclusion (GESI) and Work Force Diversity (WFD).

Swisscontact and the Municipal Revenue Enhancement Project (MunRev) value diversity and are committed to fostering an inclusive, equal, and non-discriminatory working environment. The organization promotes GESI and embraces WFD. The position holder is responsible for applying, promoting, and safeguarding these provisions within their role.

Application Procedure

Please submit online Job Application Form by clicking the link below. Office Secretary

The deadline for submission of the application is October 6,2026.

Swisscontact in Nepal will not entertain any phone enquiries or other such solicitations for these positions. Only shortlisted candidates will be contacted for the selection process. It reserves the right to reject any and all applications.

Local candidates are encouraged to apply.

Swisscontact in Nepal promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (Women, Dalit, Janajati, Madhesi/Terai and other minority communities)

Tagged as: Biratnagar