Office Secretary

With 75 years of experience, our focus is on helping the most vulnerable children overcome 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