Office Secretary

(Open for female candidates only)

NOTE:

Before submitting your job application, please read carefully all instructions and requirements that are provided in the job advertisement.

The application form and CV template to be used to apply for this position are provided at the end of this job advertisement. Applications and CVs that are done in any other formats or that are submitted through other channels, will not be considered in the recruitment.

The application period is open until 23.59 NPT on Saturday the 29th of October 2026. Late applications will not be considered.

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Duty Station: Project Support Unit (PSU), Birendranagar, Surkhet

Recruitment: National. Preference to candidates who are from or based in Surkhet, no relocation or living allowances provided. (Open for local female candidates only)

Accountable to: Chief Technical Advisor / Deputy Team Leader / Chief Administrative & Financial Officer (CAFO)

Reporting to: Chief Administrative & Financial Officer (CAFO)

Job description:

The Local Adaptation to Climate Change (LACC) Project supports land use planning and management, integrated water and forest resources management, environmental conservation, climate change adaptation, and disaster risk reduction in Sudurpaschim and Karnali provinces. The Office Secretary plays a crucial role in ensuring efficient office operations by managing administrative tasks, documentation, and logistical support.

The Office Secretary is a long-term support position responsible for providing administrative, secretarial, and logistical assistance to the Project Support Unit (PSU). Key responsibilities include document management, preparation and administration of correspondence, translation between English and Nepali, management of incoming and outgoing letters, organisation of meetings, trainings, seminars, and workshops, and verification of related administrative and hotel documentation.

The position also supports procurement and logistical arrangements and ensures systematic filing, records management, and confidentiality of project information. The role contributes to the efficient day-to-day functioning of the PSU by maintaining organised administrative systems and supporting communication and coordination across project activities. As the majority of project documentation is managed electronically through Microsoft 365 and other digital platforms, fluent IT skills and proficiency in modern office applications are essential requirements for the position. Secretary will need to be able to type Nepali Unicode and have fluent English language skills.

This position offers an opportunity for young professionals to gain experience in office administration within an international development project while contributing to climate resilience efforts in Nepal.

Academic Qualifications: The candidate must have at least an Intermediate (10+2) qualification in Management, Administration, IT, or a related field. Preference will be given to those with a Bachelor's degree.

Languages: Fluency in written and spoken Nepali and English. Must be able to type Nepali Unicode.

Experience and Skills:

• Experience in office secretarial work, office management, and/or IT-related tasks, especially in donor-funded or international projects.

• Candidate should have strong IT skills and proficiency in MS Office (Word, Excel, OneDrive, PowerPoint, Teams, Outlook) and internet use, along with excellent organizational, time management, and multitasking skills.

• Strong communication and interpersonal abilities, the capacity to work both independently and in a team.

• A high level of discretion and confidentiality are essential.

Key Responsibilities:

Administrative and Secretarial Support

• Manage official correspondence, reports, and project documentation in both digital and hard-copy formats.

• Draft letters, templates, routine correspondence, and administrative documents.

• Translate documents, correspondence, and reports between Nepali and English.

• Prepare meeting minutes, event reports, and incident reports as required.

• Maintain filing, registration, archiving, and records management systems for incoming and outgoing correspondence and project documents.

• Maintain and update the project library, including reports, guidelines, manuals, and reference materials.

• Monitor staff timesheets and leave records, and follow up on timely submission and filing of supporting documentation.

• Maintain records of staff leave, holidays, field visits, and field reports in coordination with CAFO.

• Prepare and maintain framework contract documentation and related administrative records.

• Provide day-to-day administrative and secretarial support to the CAFO and PSU team.

Logistics and Office Management

• Arrange travel, accommodation, and logistical support for project staff, consultants, and visitors in coordination with the Operational Manager.

• Serve as the primary reception and contact point for visitors, guests, and external stakeholders.

• Provide administrative and logistical support for meetings, trainings, workshops, seminars, and other project events.

• Coordinate office supplies, consumables, refreshments, drinking water, and other routine office requirements.

• Maintain and update staff contact lists and internal administrative records.

• Coordinate the production, issuance, and collection of staff identity cards, visiting cards, and project visibility materials.

• Support the supervision and coordination of office support personnel, including office assistants, cleaners, and security staff, in coordination with the CAFO.

• Follow up on operational invoices, vendor documentation, and administrative records related to office operations.

• Maintain vendor databases, standing lists, and related procurement documentation in accordance with project procedures.

HR and Finance Support

• Verify supporting documentation related to training events, workshops, seminars, hotel services, participant allowances, and other administrative expenditures before submission for processing.

• Collect and organise invoices, receipts, attendance records, and supporting documents required for payment processing.

• Check hotel quotations, venue rates, and service packages, and prepare price comparison documentation for approval.

• Support the administration of staff medical, accident, vehicle, and asset insurance, including renewals and claims follow-up.

• Assist in processing insurance claims, reimbursements, and other administrative payments.

• Maintain records, summaries, and supporting documentation related to office operational expenditures.

• Recommend properly supported expenditures to the Accountant for processing in accordance with established procedures.

Logistics Related Support

• Obtain quotations and assess venue suitability, costs, and facilities for trainings, seminars, workshops, and meetings in close coordination with the Operational Manager.

• Coordinate venue bookings and logistical arrangements, including accommodation, catering, and training packages.

• Arrange and distribute training materials, stationery, participant certificates, and other event supplies.

• Coordinate the collection of supplies and materials from the store and ensure timely availability for events.

• Maintain attendance records and supporting documentation for training and workshop activities.

• Provide on-site logistical support to ensure the smooth implementation of trainings, seminars, workshops, and meetings.

  
  

Other Responsibilities

• Undertake additional tasks assigned by the management and project administration team to support project goals.

• Maintain confidentiality in all aspects of work.

• Any other tasks assigned by the Supervisor

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APPLICATION MATERIALS

Application form: https://forms.gle/ezHwWUwhiWp91CT58

Before starting the application form, please ensure that your CV is fully prepared and saved in the required format described below.

You will need to upload this CV during the application process. As each applicant is allowed to submit only one application, you should have the final version of your CV ready before you begin completing the form.

Complete all sections of the application carefully, attach your CV in the designated section, and review your information before submitting. Once all sections have been completed, remember to click Submit to send your application.

For the Application form, click here (but have the CV ready!)

CV template:

Each candidate have to attach their CV in the application by using a specific CV template that is provided below. After modifying the CV, the candidate has to submit the CV in a PDF format in their application in a section specified in the Google Form.

The same template is provided in docx and odt formats and the applicant can choose to fill either of these.

CV File Name Requirement

Before submitting your application, rename the CV template file using your own name in the following format:

CV_LastName.FirstName.pdf

Replace LastName and FirstName with your own surname and given name. The name in the file name must exactly match the name shown in your CV and application form. This ensures that your CV can be correctly identified and linked to your application. Failure to follow this file naming format may result in your application being rejected.