Paper II often asks: “सहायक कर्मचारीका कार्य र गुणहरू लेख्नुहोस्” (5 or 10 marks) and “कार्यालय स्रोत साधन भनेको के हो? यसका प्रकार लेख्नुहोस्“. This note gives points you can write directly. The basics of the office itself are in Office and Office Management.
1. Who are assistant staff?
Assistant staff (सहायक कर्मचारी) are non-gazetted employees such as the Kharidar and Nayab Subba who carry out the daily work of an office under the direction of officers. They are the first contact point for most service seekers.
2. Functions of assistant staff (कार्यहरू)
- Darta–chalani: registering incoming letters and dispatching outgoing letters.
- File work: opening, maintaining, moving and safely keeping files and records.
- Drafting: preparing simple letters, notices and tippani (notes) for decision.
- Service delivery: receiving applications, checking documents and guiding service seekers.
- Accounts and stores support: keeping simple accounts, bills, jinsi (store) records.
- Data and reports: entering data, preparing simple reports and statistics.
- Meeting support: preparing agenda papers, taking attendance and helping with minutes.
- Following orders: carrying out instructions of supervisors in time.
3. Qualities of good assistant staff (गुणहरू)
| Quality | Meaning in practice |
|---|---|
| Honesty and integrity (इमानदारी) | No bribery, no misuse of office resources |
| Discipline and punctuality (अनुशासन र समयपालन) | On time, follows rules and dress code |
| Knowledge of rules (नियमको ज्ञान) | Knows the Civil Service Act, office procedures and relevant laws |
| Good behaviour and courtesy (शिष्टाचार) | Polite, helpful and respectful to service seekers |
| Secrecy (गोपनीयता) | Keeps official information confidential |
| Accuracy and neatness | Correct records, clean files, no errors in figures |
| Computer skills | Typing, email, office software, online systems |
| Teamwork and cooperation | Works well with colleagues and supervisors |
| Impartiality (निष्पक्षता) | Equal treatment to all, no discrimination |
| Initiative and responsibility | Completes work without waiting to be pushed |
4. Office resources (कार्यालय स्रोत साधन)
Office resources are all the things an office uses to achieve its objectives: people, money, materials, equipment, time and information.
| Type | Examples |
|---|---|
| Human resources (मानवीय) | Officers, assistant staff, support staff |
| Financial resources (आर्थिक) | Budget, revenue, grants |
| Physical resources (भौतिक) | Building, furniture, vehicles, computers, printers, stationery |
| Information resources (सूचनात्मक) | Files, records, data, laws, software |
| Time (समय) | Office hours, deadlines |
| Technological resources (प्राविधिक) | Internet, e-attendance, online systems |
5. Effective management of office resources
- Plan the need before buying (avoid waste).
- Keep proper records: jinsi khata, asset register (PAMS).
- Use resources only for official work; avoid personal use of vehicles, phones and stationery.
- Regular maintenance and repair of equipment.
- Save energy, paper and water; use digital files where possible.
- Train staff so human resources are used well.
- Monitor and inspect regularly (जिन्सी निरीक्षण).
6. A day in the work of assistant staff
- Register incoming letters (darta) and pass them to the section concerned.
- Prepare draft letters and tippani on routine matters for the officer.
- Keep files in order with numbers, indexes and noting sheets.
- Dispatch outgoing letters (chalani) and keep copies.
- Guide service seekers at the help desk and follow the citizen charter.
- Keep store records and request goods with demand forms.
7. Qualities in practice
| Quality | What it looks like |
|---|---|
| Punctuality | Arriving on time and finishing tasks by the deadline |
| Secrecy | Not sharing confidential files or information |
| Impartiality | Treating every service seeker the same way |
| Courtesy | Polite, helpful behaviour with the public |
| Accuracy | Correct entries in registers and letters |
| Initiative | Solving routine problems without waiting to be told |
8. How this topic is asked in the exam
Kharidar papers ask the functions and qualities of assistant staff and the types of office resources (human, financial, physical, information). Subjective questions ask “What are the qualities of good assistant staff?” or “How can office resources be used effectively?” Give clear points with an office example for each.
📌 Key points to remember
- Assistant staff = non-gazetted staff (Kharidar, Nayab Subba) who run daily office work.
- Main functions: darta–chalani, files, drafting, service delivery, records, accounts support.
- Key qualities: honesty, discipline, knowledge of rules, courtesy, secrecy, accuracy, computer skills, impartiality.
- Office resources: human, financial, physical, information, time, technology.
- Manage resources by planning, records, proper use, maintenance and inspection.
Test yourself: Assistant Staff (सहायक कर्मचारी)
15 questions on Who are assistant staff?, Qualities of good assistant staff (गुणहरू) and Effective management of office resources.