Office Secretary

Position: Office Secretary

Location: Kusunti, KC Tower, Lalitpur, Nepal

ome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Effective Front Desk Services

• Quality front desk services to all WVIN staff and visitors.
• Appropriate communication and courtesy with vendors and releasing of their checks.
• Support SCM in collecting quotation and maintain the records
• Preparation of ID card for staff as and when required.
• Assist Admin Coordinator/Manger on administrative work.
• Enhancing verbal English communication & to be more outspoken
• Ensure non-discriminatory behaviour, integrity and diversity

Effective domestic and international air ticket booking

• Booking & procurement of tickets on Domestic & International Air as per approved request and handing over tickets to staff on time.
• Preparing report of WVI staff travel movement every month.
• Monthly submission of domestic and international air ticket bills to finance for payment.

Incoming and outgoing communication is effective

• Facilitation of outgoing calls receives incoming telephone calls & answer queries from external publics.
• Proper courtesy and appropriate office protocols observed in all internal and external communications and engagement with all customers.
• Awareness of staff current job functions within WVIN to be able to accurately answer caller’s questions and direct their calls.
• Documentation support for Adult and child Safeguarding Policy and Security Protocols and guidelines singed documents from international visitor
• Maintenance and update of all changes in contact details of all NGOs, IOs, government ministries and emergency hotline numbers.

Ensure Couriers’ receipt, invoice and dispatch to different places.

• Received couriers handed over to staff/departments on time.
• Maintenance of courier register.
• Maintaining record of daily incoming and outgoing documents
• Centralize invoice and operate invoice tracking system

Smooth fleet management

• Manage vehicle request and assign

Partnership Support- Documentation, communication, coordination and administrative support

• Dispatch and record /update of log sheet of the MOA and any letters/ documents to the partner organization
• Documentation support for partnership documents-MOA, MOU and other documents
• Follow up with partner organization to provide the updated statutory documents such as org. renewals, etc.
• Follow up with partner organization to update the information on the ‘partner database’
• Preparation and correspondence of any experience letters as requested by partner organisation
• Scheduling, recording and documentation of partnership related meeting notes/ minutes
• Conduct BPS of partner organization’s board of directors and staff members
• Administrative and Cross functional Communication and coordination support

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• Experience of working in a professional environment for at least 2 years.
• Minimum of 2 years secretarial experience.

Required Education, training, license, registration and certification

• Graduate in any discipline (Essential)

Preferred Knowledge and Qualifications

• Competent in the use of Microsoft Office including Word, Excel, Power point
• Knowledge in operating PABX System.
• Good communication skills in Nepali and English (both written and spoken), including across all cultures
• Strong interpersonal skills & customer service
• Understand WV operation, structure and ministry

Applicant Types Accepted: Local Applicants Only

End Date: November 1, 2025