Administrative Officer

Vacancy Announcement

World Education, Inc., an International NGO working with disadvantaged communities and vulnerable population, seeks highly motivated and qualified candidates for Kathmandu based positions.

Position (1): Administrative Officer 

The Administrative Officer will be responsible for ascertaining smooth functioning of the office administration and procurement.  Some of the major tasks involve liaising with government officials and partner NGOs, managing vehicle allocation, organizing workshop/seminar/trainings, arrange hotel accommodations/airfares for office staff and visitors, assist in recruitment process.  S/he will also be required to supervise support staff and Drivers.

EDUCATIONAL QUALIFICATION: Minimum Bachelors Degree with at least five years experience working with INGOs in relevant field.

Salary and Benefits will be based on the policy of the organization. Detailed Job Descriptions for the above positions may be accessed at www.jobsnepal.com.  Qualified and interested candidates are requested to submit CV with two referees (current and immediate past line manager) along with covering letter and passport size photo to vacancy@wei.org.np to reach the office latest by December 11th, 2015. All attachments should be on Word document.

Only short listed applicants will be contacted. The organization reserves the right to cancel or reject the application.  Phone calls or any other enquiries will NOT be entertained and any type of solicitation will automatically disqualify the application.  

(Women and candidates from disadvantaged/marginalized background are encouraged to apply)

World Education, Inc

Job Description

Job Title: Administrative Officer

Duty Station: Kathmandu

Supervisor: Operations Director

JOB SUMMARY

The Administrative Officer will be responsible for ascertaining smooth functioning of the office administration and procurement as well as liaise with government officials and partner NGOs.  S/he will work under the direct supervision of the Operations Director.

Main Responsibilities:

• Responsible for ascertaining smooth functioning of the office administration 
• Ensure proper maintenance of office equipment and project vehicles
• Responsible for administering overall procurement of office and project goods/materials according to procurement norms/policies
• Manage vehicle allocation for normal office duties and for field trips
• Maintenance, repairs, fuel, emission tests, blue book renewals of project vehicles
• Maintain Annual Maintenance Contract 
• Overall supervision of Receptionist, Support staff and Drivers
• Assist Operations Director with human resource management tasks – employment letters, maintaining leave records
• Assist in advertising and hiring of new staff
• Liaison with government officials and NGO partners
• Submission of Online staff list every month to WEI Boston 
• Prepare short term/Consultant/Lease House Rent Contracts
• Assist Senior Grant Manager in preparing Sub-grant Agreements
• Responsible for arranging meetings, retreats, TGIFs and official parties, lunch, tea/cookies and hall bookings for meetings
• Responsible for making arrangements for Workshop/Seminar/Training
• Organizing hotel bookings/ticketing and travel arrangements for WEI staff and visitors
• Assist staff in applying for visas for overseas training and meetings
• Occasional visits to Field Offices to help monitor admin and personnel matters
• Regular updating of organizational phone tree/organogram 

Qualifications:

• Minimum Bachelors Degree with at least 5 (five) years experience working with an INGO in similar field
• Excellent computer literacy on MS Word, Excel, Power point
• Strong interpersonal communication skills required 

Supervision Responsibility:

• Receptionist, Drivers and support staff