Swisscontact Vacancy for Administrative Assistant

Swisscontact, established in 1959 in Switzerland, is a leading partner organisation for the implementation of international development projects. The organisation promotes inclusive economic, social, and ecological development to make an effective contribution towards sustainable and widespread prosperity in developing and emerging economies. It strengthens the competencies of people, improving their employability, increases the competitiveness of enterprises, growing their business, and fosters social and economic systems, promoting inclusive development.

Swisscontact, registered as an International Non-Governmental Organisation in Nepal, has been operating in Nepal since 1991. Currently, Swisscontact in Nepal has six development programmes across all seven provinces.

The Municipal Revenue Enhancement Project (MunRev) is a bilateral initiative of the Governments of Nepal and Switzerland, implemented by the Ministry of Land Management, Cooperatives, Federal Affairs and General Administration (MoLMCFAGA) and selected 12 partner municipalities of Koshi and Bagmati Provinces, with technical assistance from Swisscontact in Nepal. MunRev supports local governments to strengthen own-source revenue and tax compliance, improve inclusive and transparent public service delivery, and foster cross-government learning for better-informed fiscal policy, with gender equality and social inclusion (GESI) mainstreamed throughout. Through these efforts, the project aims to enhance the fiscal capacity of local governments and improve services for all citizens, including women and disadvantaged groups.

Position: Administrative Assistant
Location: Biratnagar, Project Support Unit (PSU)
Reports to: Finance Officer
Time: 100% (8 hours a day and 5 days a week)
Duration: One year initially, with the possibility of an extension

Purpose of the Job

Under the supervision of the Finance Officer, the Administrative Assistant will support the smooth functioning of day-to-day administration, logistics, procurement, inventories and assets management, and office operations of the project in accordance with Swisscontact’s rules and regulations.

Essential Functions and Responsibilities

1. Compliance with Policies, Rules, Regulations, and Guidelines

• Adhere to relevant policies, procedures, rules, regulations, and guidelines of Swisscontact in Nepal, including the Country Manual for Business Administration,
• Code of Conduct Against Corruption, Conflict of Interest, Basic Operating Guideline (BoG), Local Security Management Plan, Gender Equality and Social Inclusion Guideline, and other specific policies, guidelines, and manuals applicable to MunRev.

2. Management of Day-to-Day Administrative Work

• Provide logistical arrangements for all project activities and events, including national flight bookings, hotel and vehicle arrangements for staff field visits, and support for workshops, seminars, and meetings (tea/coffee, stationery, lunch, office equipment, etc.).
• Manage the project fleet, including assigning vehicles, arranging repairs and maintenance, safeguarding vehicles, maintaining vehicle performance reports, and ensuring timely renewal of vehicle documents.
• Support the Finance Officer in administering vehicle movement, including management of drivers, their overtime, and field visits.
• Maintain the office bike logbook and ensure timely refuelling and servicing.
• Manage assets and inventory, including record updates, insurance, physical verification, and tagging of inventory numbers on fixed assets.
• Verify and update the store ledger, and ensure adequate and timely availability of stationery, office supplies, cleaning materials, and kitchen items.
• Ensure proper maintenance of IT equipment and arrange repairs and maintenance of office utilities and equipment.
• Supervise outsourced cleaning staff and ensure the office premises are kept neat and clean.
• Prepare requisitions, Goods Received Notes (GRNs), and payment requests for admin-related procurement, and purchase office materials and supplies.
• Handle delivery of official documents and assist with scanning, photocopying, and binding as required.
• Record incoming and outgoing correspondence, including arranging official invitation letters for visitors and staff undertaking international travel.
• Maintain an organised filing system for all relevant documents and records.
• Support all administrative arrangements, including asset translocation, for project or office closure as and when required.
• Handle petty cash requests, payments, and reporting.
• Proactively contribute to collaboration with other Swisscontact Nepal programmes where possible.
• Perform other duties as assigned by the Finance Officer and supervisors.

Qualifications and Competencies

• Must have completed Higher Secondary Education (+2 level) in Management.
• A Bachelor’s Degree in a relevant field will be an advantage.
• At least two years of work experience in the development sector (NGOs/INGOs).
• Computer knowledge of MS Office applications, including Word, Excel, Outlook, and PowerPoint.
• Valid motorcycle driving licence.
• Good team player and able to work in a diverse team while promoting gender and social inclusion.
• Ability to work under pressure and meet short deadlines.
• Good communication skills in both English and Nepali, both verbal and written.
• Willingness and ability to travel frequently for field visits.

Gender Equality and Social Inclusion (GESI) and Workforce Diversity

Swisscontact and the Municipal Revenue Enhancement Project (MunRev) value diversity and are committed to fostering an inclusive, equal, and non-discriminatory working environment. The organisation promotes GESI and embraces workforce diversity. The position holder is responsible for applying, promoting, and safeguarding these provisions within their role.

Application Procedure

Please submit online Job Application Form by clicking the link below. Administrative Assistant

The deadline for submission of the application is October 6,2026.

Swisscontact in Nepal will not entertain any phone enquiries or other such solicitations for these positions.

Only shortlisted candidates will be contacted for the selection process. It reserves the right to reject any and all applications.

Local candidates are encouraged to apply.

Swisscontact in Nepal promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (Women, Dalit, Janajati, Madhesi/Terai and other minority communities).

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