iHub and Document Clerk

iHub and Document Clerk (E2 – Internal and External)

British Gurkhas Nepal (BGN), UK Ministry of Defence

Apply before: 16 May 2025

Ref No: 99 Issued dates: 25 April 2025

Contents:

Location

About the job

Benefits

Things you need to know

Apply and further information

Location:

HQ BGN

British Gurkhas Nepal (Kathmandu)

Nepal

No. of Vacancies: 1

About the job:

Introduction:

The primary purpose of the iHub/Document Clerk is to be responsible for the Information Management (IM) and efficient running of BGN iHub. In addition, he/she is also responsible for the daily production of BGN PERSREP for the accountability of BGN personnel for contingency purposes.

In BGN, Civilians Staff underpin and facilitate Gurkhas recruitment into the British Army and provide welfare services to wider BGN community.  We believe your unique experiences, view and understanding of the world could provide a vital perspective and contribution to our organisation.  As an equal opportunities employer we hire, train and promote people based on merit and inspire to create an inclusive workplace free of discrimination.

All job adverts in BGN are subject to fair and open competition. 

This position is advertised at 37 hours per week. 

Job description: 

• Responsible for the daily production and distribution of BGN PERSREP to ensure accountability of individuals working with BGN compound in the event of a natural disaster, and, as and when necessary.
• Maintain a high standard for all personal document forms and manage their receipt/despatch as required.
• Conduct a 25% management check of Service Personal documents monthly.
• Maintain all BGN personnel’s Flap Sheets at the beginning of a working week.
• Maintain and file documents generated by HQ BGN and external entities, using correct file references, both electronically and manually.
• Maintain an Up-to-date register of passport and visas including those from Gurkha Welfare Trust (GWT), Kadoorie Agricultural Aid Association (KAAA) and official visitors.
• Any other duties as directed by Line Manager.

What you will be doing:

Responsibilities:

• Manage the BGN SharePoint and advise the iManager.
• Provide administrative support to HQ BGN personnel as and when required.
• Visit the Immigration Office to process visas for BGN SPs and their dependants.
• Stand-in for the iHub Supervisor and iHub Admin Clerk during their absence.
• Other tasks given by the RAO Team.

You will be an individual with energy, enthusiasm and experience who will relish the opportunity of working in BGN and thrive in a challenging environment.  The iHub and documents clerk follow the instruction given by Line Managers, adhere to job description for guidance and contribute diligently towards the team.  The individual must be able to demonstrate the behaviours which is available as a link below.

You must have:

• Excellent written/spoken skills in both English and Nepali language.
• Proficient in MS Office (Word, Excel, PowerPoint and Outlook).
• You must be skilled in creating and managing MS Forms for survey and data collection, as well as in web designing and administration.
• You must have a good knowledge of health and safety at work, the ability to work under pressure, and a willingness to learn new tools and technologies.
• You must have excellent interpersonal skills for effective communication and engagement with external agencies.
• You will be assessed on your English language skills and IT knowledge through a Practical Assessment to qualify for interviews during the sifting and selection process.
• Individuals with college degree and exposure to IT working culture are encouraged to apply for this job.
• 2 years of proven skills in administration field with a reputable organisation.

Behaviours:

We will assess you against these behaviours during the selection process: Click the link for details.

Success Profiles

• Changing and Improving
• Communicating and Influencing
• Working Together
• Delivering at Pace

Benefits & Working Environment:

• Salary 69,207.00 NPR per month (Permanent).
• Gratuity after completing three years of service.
• Dashain Bonus & Retirement Funds (EPF & CIT).
• Annual leave 25 days and public holidays 10 days.
• 100% reimbursement of medical expenses for the employee and limited reimbursement for immediate family members (spouse and children).
• Child allowance of NPR 3,000.00 per child up to 18 years.
• Please be advised that the Department is conducting a review of all terms and conditions and pay-related allowances which could impact on those allowances that the post currently being advertised attracts.

Things you need to know:

Security Check:

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is a Govt of Nepal Police Report for employment in Nepal.

Selection process details:

You will be assessed on your English language skills and IT knowledge through a Practical Assessment to qualify for interviews after the sifting for the selection process.

This vacancy uses Success Profiles to assess your Behaviours and Experience.

Success Profiles (please ensure you have read this and are well conversant to the behaviours asked for)

Candidates will be required to provide Prior Employment details to include job history; qualification details and previous skills and experience using the BGN Application Form ONLY. NO CV’s to be attached.

Candidates will be required to provide a statement of suitability of Maximum 400 words. Please provide experience relevant to the role.

Nationality requirements:

Open to Nepali nationals only.

Apply and further information:

• Please use this Application Form.
• Please include “Job Advert 99” in your subject line.
• No CV and Certificates to be attached.
• Fully Completed Application Forms are to be emailed to: bgn-hr-groupmailbox@mod.gov.uk
• Incomplete Application Forms will not be looked at.
• Selection will take place by month of May 2025.

Applicants who influence or manipulate the selection/recruitment process in any form/way will be disqualified for this job and future employment with BGN.

Contact point for applicants:

Email: bgn-hr-groupmailbox@mod.gov.uk