The British Government is an employer that values diversity and inclusivity. We strengthen our organizational capacity by valuing diversity, advancing equality, and opposing discrimination. Applications from people of all backgrounds are encouraged and welcomed. Disability, race, color, ethnicity, gender identity, religion, sexual orientation, age, veteran status, or any other legally protected category are not grounds for discrimination against us. When operational and security requirements permit, we support flexible work arrangements that are family-friendly.
Foreign, Commonwealth and Development Office
(Operations and Corporate Services)
Job Description
Note: It is mandatory for all applicants to fill out the entire online application form, which includes questions about employment, education, behavior, and technical/professional skills. Only application forms with all necessary information will be carefully examined; CVs and cover letters will not be the basis for shortlisting. Any form that is not complete will not be taken into account when creating a shortlist for the following phase.
Main purpose of job:
The primary goal of hiring a receptionist or corporate services assistant is to oversee front-desk operations, including managing the switchboard and providing visitors with appropriate greetings, welcomes, and direction. Help corporate services with day-to-day operations, such as those related to procurement, HR, and CLO. The employee will report to the Line Management of the Corporate Service Officer and work throughout the FCDO network.
We maintain the right to periodically review, edit, or modify the roles and responsibilities to reflect evolving business requirements.
Roles and responsibilities
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
- 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: English (speaking and writing)
- Level of language required: Fluent
Last Date to Apply: 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.
Process to Apply
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.