Position: Corporate Services Assistant & Receptionist, Grade-AA, Kathmandu

Job Description

Note: All applicants are required to mandatorily fill the complete online application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.

Main Purpose Of Job

The main purpose of hiring a Receptionist/Corporate Services Assistant is to manage the front-office activities such as handling switch board at reception desk, services provided to the visitors by greeting, welcoming, and directing them appropriately. Assist corporate services in daily operation including procurement, HR and CLO activities. The jobholder will work across FCDO network, under the Line Management of Corporate Service Officer

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles and responsibilities / what will the jobholder be expected to achieve:

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.