Office Manager

RTI International

Control of Neglected Tropical Diseases: ENVISION

Position Description

Office Manager

RTI Internationalis seeking candidate for the position of “Office Manager” with the Control of Neglected Tropical Diseases: ENVISION project.

ENVISION is a five-year USAID-funded cooperative agreement through which RTI supports and expands NTD control and elimination in priority countries including Nepal and will further the development of evidence-based policies and standards globally. More than one billion people- mostly in the developing world- suffer from one or more NTDs such as lymphatic filiariasis, schistosomiasis, trachoma, onchocercosis and soil transmitted helminthiasis leading to disfigurement and disability, blindness and malnutrition.

The position will be based in Kathmandu.

SPECIFIC RESPONSIBILITIES:

• The Primary function of the Office Manager is to provide administrative support to the Neglected Tropical Diseases (NTD) Program and its Resident Program Advisor (RPA). The position will report to Finance and Grant Manager (FGM) for day to day activities. The Office Manager will provide following administrative support to the project:

Function as Receptionist:

• Manage the reception desk, welcome visitors and answer their enquiries or guide them to the appropriate ENVISION staff members.
• Coordinate hospitality functions as needed.
• Handle phone calls politely and tactfully.
• Ensure that all office related contacts (stakeholders) are up-to date.

Function as Program Assistant/Secretary:

• Perform typing, correspondence and reports
• Receive and register all incoming mails and forward / circulate mails to project users in accordance with RTI procedure.
• Maintain program’s Central Filing System and ensure that it is up to date at all times.
• Coordinate with Admin/Logistics Assistant for all out-going mail and ensure that all mail is delivered in a proper and timely manner.
• Maintain conference room. Arrange and coordinate regular staff meetings and prepare minutes.
• Maintain program’s Library, receive and issue books, reports and publications in accordance with project procedures.
• Maintain project staff attendance and staff leave records and regularly provide update about it to RPA and FGM.
• Prepare and update invitation list and guest list for workshops and receptions, send out invitations and receive confirmation.
• Play key role as a focal point in overall communication of seminars, workshops and review meetings etc.
• Maintain records of all program- and management-related meetings in or outside of office.
• Organize, maintain and update all possible communication channels of all related agencies and consultants working with NTD activities.
• Assist the FGM and the program, in making arrangements / reservations for the project visitors and maintain a visitor schedule.

Function as office administrator:

• Assist in day-to-day practices as requested by FGM, including typing, filing and handling of correspondence in relation to procurement, inventory, personnel and logistics support.
• Filing of all administrative documents as per RTI’s filing system.
• Receive requests from the project Staff / Consultants for goods and /or services and prepare the requisition for approval as per RTI procedures.
• Maintain log sheet to track all vehicular and air travel in or outside of the capital of project staff, Head office /Regional staff, consultant.
• Identify potential vendors for office procurements, collect quotations from the vendor andprepare comparative sheets.
• Assist in preparing purchase orders (PO) in accordance with RTI procedures and forward the PO to the Finance and Grant manager (FGM) –for processing.
• Assist in making travel arrangements as required for project activities, including flight reservations, accommodations, visas and transport.
• Maintain Contract Files of RTI Consultants and update Consultants LOE Tracker.

Transport Management:

• Assist in keeping record of RTI vehicles providing information on repairs, fuel consumption and other information that may be necessary to prepare the maintenance orders.
• Check the vehicle logs and sign them to ensure a good control over the use of vehicle.

Maintenance:

• Assist in maintaining all Office Equipment, Computers, Photocopiers and Telephone System.

Inventory:

• Ensure that all RTI assets are safeguarded and used properly and maintain the inventory system of non-expendable and supplies according to RTI procedures.
• Maintain inventory of office supplies.
• Receive stationery requests from project staff, and issue the requested stationery accordingly.
• Maintain up-to-date stationery stock ledger. Ensure that all the stationery are safeguarded and used properly.

Support to the Resident Program Advisor /COP:

• Maintain the Calendar and Agenda for the Resident Program Advisor.
• Make appointments and arrange meetings for the RPA and keep he/she fully informed about the schedule and important correspondences.
• Prepare reports and gather statistics as directed by the RPA.
• Any other tasks as directed by the RPA and FGM.

Key skills for office managers

• reliability
• adaptability
• good interpersonal skills
• organizational skills- plan and carry out activity, take notes, prioritize activities
• communication skills
• IT skills
• Problem solving skills.

QUALIFICATION: 

• Bachelor’s degree from recognized university with minimum of three year's work experience with reputed national or international development organizations.

LANGUAGE:  Excellent Verbal and written language skills in Nepali and English required.

SALARY GRADE: RTI/FSN 6, Level –Office Manager

TO APPLY: Qualified applicants should submit a resume with contact information to ENVISION, P. O. Box: 8975 E.P.C.:943, Oasis Complex, PatanDhoka, Lalitpur or email to renumaharjan@np-ntd.rti.org and include the position title in the subject line.

Deadline is March 31, 2015, however applicants are encouraged to apply as soon as possible. Only short listed applicants will be contacted.

RTI International is an independent organization dedicated to conducting innovative, multidisciplinary research that improves the human condition. Please visit our website at http://www.rti.org/globalhealth for more information on our work in global health.