Administration Officer

IFRC/DANISH RED CROSS

JOB DESCRIPTION

POSITION TITLE: Administration Officer (National Staff)

LOCATION: Kathmandu, Nepal

GRADE / STEP: 6 

LINE MANAGER: Finance Manager, IFRC/DRC CO Nepal

REFERENCE TO: Finance Manager, IFRC/DRC CO Nepal

PURPOSE STATEMENT

The Administration Officer in IFRC/Danish Red Cross Country Office in Nepal (IFRC/DRC CO) is responsible for day to day administration and logistics (including procurement) in order to meet legislative requirements and to ensure well-functioning of IFRC/DRC CO.

KEY RESPONSIBILITIES

MAIN TASKS

Administration and Logistics (including procurement)

• Develop policies, procedures and systems which ensure productive and efficient office operation
• Ensure effective admin and logistics support to day to day activities of DRC CO including meetings and field visits 
• Serve as the primary point of administrative contact and liaison with other offices, individuals, and institutions on administrative and operational matters concerning the country office
• Manage the filing, storage and security of documents
• Ensure safety and regular maintenance and insurance of all office equipment/assets 
• Maintain accurate and updated inventory of the office equipment/assets 
• Organise IT/communication services for country office (including phone, internet, trouble shooting) 
• Manage vehicle/driver plans including assigning of workload, mission orders, check vehicle logbooks and ensure safety and regular maintenance of vehicles as per IFRC fleet management regulations 
• Provide required admin logistics support to delegates and IFRC/DRC CO visitors including visas, residence permits, accommodation, travel arrangements and purchasing of items as required 
• Provide briefing to delegates and other staff on administrative and logistics issues
• Procurement of required goods and services for Country Office and programmes as required following IFRC guidelines/policies and practices 
• Stay informed on local markets and establish and maintain professional relationships with suppliers. 
• Keep updated list of suppliers/service providers and keep track of all services
• Keep updated list of all contracts and procurement documentation to full audit trail standards
• Handling petty cash, recording of day to day transactions and preparing weekly petty cash reports 
• Any other tasks assigned by Finance Manager

Coordination

• Coordinate with other staff
• Participate in staff coordination & other meetings as required

Reporting

• Timely and orderly reporting on IFRC/DRC CO administration and logistics 

Other

• Any other tasks assigned by Finance Manager

NON- GENERIC RESPONSIBILITIES

Tasks specific to this position to be identified and agreed upon by the job holder and line-manager

QUALFICATION

Technical qualification

• At least Bachelor degree level education
• At least 3 years extensive experiences in office management / administration, procurement and logistics
• Knowledge of office management principles and procedures
• Knowledge and understanding of relevant legislation, policies and procedures
• Experience in handling petty cash and knowledge of general accounting principles
• Excellent computer skills (MS Office package, Word, Excel, database, Outlooks).
• Excellent written and verbal knowledge of English and Nepalese

Persons specification

• Flexibility and motivation
• Be honest and reliable
• Ability to work in an organised and systematic manner
• Ability to work in demanding situations and sometimes under pressure
• Cultural awareness
• Strong team working and communication skills
• Understanding of the principle of Red Cross Society