Administrative and HR Assistant

<!–

Description

–>

• Provide a range of administrative and/or operational support services. Contribute to the smooth and efficient functioning of the project by evaluating requirements, organizing, and carrying out work assignments accordingly and proposing improvements to work processes. 
• Prepare, draft, and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style, and compliance with applicable standards. Provide informal translations. 
• Maintain the official travel plan of the project team. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions. 
• Coordinate and provide a range of administrative and financial support for meetings, workshops, and other events. Ensure the timely preparation, translation, publication, and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. 
• Ensure the Project’s filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate, and present information/data on specific topics. 
• Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory, and procurement matters. 
• Perform a range of specialized HR support duties including initiating, processing and following up on HR administrative actions for CO-Kathmandu staff, verifying that information is in compliance with established standards, and maintaining the corresponding files and records.
• Collect and review information on HR-related matters and input complete data in the enterprise resource planning (ERP) system. Extract and compile HR data and present information to support analysis and reporting needs.
• Provide support in the areas of contract administration and benefits and entitlements by following up on contract renewals, reviewing and verifying information and documentation, determining and monitoring eligibility of staff to receive benefits and entitlements and preparing related official communications and correspondence.
• Provide assistance to the recruitment process, including preparing, disseminating and posting vacancy announcements,  providing support and arranging interviews and tests, serving as note-taker on interview panels as appropriate, and communicating with applicants.
• Arrange and assist in the conduct of staff briefing and debriefing sessions.
• Provide guidance and training to staff and managers on new functionalities and requirements, provide first-level support, escalating more complex issues to the next level, and run reports and follow up as required.
• Keep abreast of changes to HR rules, regulations, policies, procedures and developments and share information with concerned parties, providing further clarification as required.
• Handle various HR inquiries from staff and managers and prepare formal responses requiring explanation of rules, regulations and procedures. Raise more complex issues with the supervisor.
• Process documents for stay permits, visas and other official or administrative matters and follow up with concerned staff or authorities as required. 
• Perform other relevant duties as assigned by the supervisor.

• Completion of secondary school education. 

• Minimum of five years of office support experience including in the area of HR administration and general administration and office support work. Experience of working with an enterprise resource planning (ERP) system. Similar experience with the United Nations Common System or an international organization is desirable.

• Excellent command of English and Nepali languages, both written and spoken.

<!—

<!–

–>