Office assistant cum Driver

The Office Assistant cum Driver is responsible for driving Ipas Nepal’s vehicle(s) safely and ensuring they are maintained in good working condition. The role includes daily vehicle cleanliness, routine maintenance, and timely servicing. In addition, the position provides general office support, including handling and delivering documents, assisting with photocopying and filing, supporting office logistics, and performing other administrative tasks as assigned

Key Responsibilities

Admin & Finance Support

• Support photocopying, scanning, binding, and toner/cartridge replacement for printers and photocopiers.
• Provide logistical support during workshops, meetings, and seminars.
• Run official errands to banks, NTC, drinking water offices, tax offices, and other relevant institutions.
• Deliver and collect official documents, letters, parcels, and pouches to and from government offices, partners, donors, and vendors.
• Receive phone calls and relay messages in the absence of the receptionist.
• Support store management, including physical verification, material packing, and timely placement.

Driving Services

• Ensure the vehicle is in good condition through daily checks, including brakes, lights, indicators, radiator, battery, tire pressure, engine oil level, fuel level, and internal/external cleanliness.
• Provide driving services for Ipas staff within the duty station and outside the valley/district/province as required.
• Always ensure cleanliness of vehicles and motorbikes.
• Ensure adequate fuel availability for daily use.
• Use the shortest possible routes and avoid unnecessary mileage and time.
• Provide pick-up and drop-off services for staff and guests as requested.
• Coordinate with the security focal point and traffic control before starting trips, as required.
• Follow traffic rules strictly and adhere to organizational norms and values.
• Follow correct procedures in the event of an accident, immediately inform the supervisor/office, and provide necessary assistance.
• Ensure the availability of toolkits, safety equipment, and first-aid kits in vehicles.
• Follow up on regular servicing and parts replacement at reputable service centers.
• Maintain accurate logbooks for fuel consumption, repairs, maintenance, and parts replacement.
• Record travel details in the Ipas standard travel log after each trip.
• Ensure timely renewal of vehicle and motorbike documents, including blue book, pollution check (green sticker), and other required documents.
• Monitor fuel consumption and mileage accuracy.

Compliance with Organizational Policies and Ethics

• Understand and comply with Human Resources, Procurement, Travel, Finance, and other organizational policies.
• Adhere to the Ipas Code of Business Ethics and Conduct and Safeguarding Policy.
• Ensure compliance with the Prevention of Sexual Exploitation and Abuse (PSEA) policy.
• Contribute to a safe, respectful, and inclusive working environment.
• Uphold Ipas core values: Driven, Principled, Bold, and Interdependent.
• Ensure proper documentation and record-keeping (hard copy and digital platforms such as OneDrive/Luna).

PSEA Compliance

• Read, understand, and sign acknowledgment of compliance with the PSEA policy.
• Support implementation and communication of PSEA commitments in all Ipas-supported programs and events.

Qualifications, Experience, Knowledge, and Skills

• Completion of Basic Level Examination (Grade 8); candidates with SEE/SLC certification will be preferred.
• Valid driving license.
• Minimum of 3-4 years of driving experience.
• Prior experience working with NGO and I/NGOs preferred.
• Knowledge of vehicle maintenance and ability to perform basic repairs.
• Good knowledge of traffic regulations and highway rules.
• Willingness to travel as required.
• Proven employment record in a similar position.

Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.