Administration Officer

POSITION DESCRIPTION

POSITION TITLE:  Administration Officer (Temporary Position)

LOCATION: Kathmandu, Nepal, with travel to districts

REPORTS TO:  Finance and Administration Manager

CONTRACT LENGTH: 5 months (position to be filled in by January 15, 2020)

BACKGROUND:

Nepal is a source, transit, and destination country for sex, labor, and organ trafficking. A 2014 report estimates that 230,000 Nepalis are subject to slavery at any given time, and nearly 30 percent of the economically-active population is unemployed or underemployed. The Hamro Samman project is a five-year program generously supported by the American people through the United States Agency for International Development and the British people through the United Kingdom’s Department for International Development and implemented by Winrock International. It seeks to build the capacity of and facilitate coordination among the government, civil society, and private sector to combat human trafficking in Nepal.

POSITION SUMMARY:

The Administration Officer will work under the supervision of the Finance and Administration Manager to ensure the smooth, efficient, professional and friendly operations of the Winrock International Hamro Samman project office. The Administration Officer will be responsible for all administration, procurement, logistics and support human resource functions in the office and will manage a small team of office support staff including drivers, security and cleaners. The Administration Officer will have primary responsibility for drafting procurement contracts and must have excellent written English, strong understanding of best practices in human resource management and strong attention to detail. This is a temporary position (5 months)

ESSENTIAL RESPONSIBILITIES:

Administration and Logistics:

• Undertake all administrative, operational, and logistical aspects of the program.
• Lead front office operations
• Ensure administrative support for the organization of events and field visits including any necessary hotel reservations, flight bookings, breaks, and meals.
• Process visas for national and international staff.
• Ensure management of office vehicles and drivers including monitoring of log-books, renewal of permits and regular maintenance of vehicles.
• Organize office transportation and coordinate staff schedules.
• Ensure management of office systems, facilities, and inventories.
• Maintain an up-to-date contact telephone directory of NGOs, government offices, businesses, and update it regularly and as required.
• Other responsibilities as requested.

Procurement:

• Conduct all project procurement in accordance with Winrock and USAID’s policies and procedures.
• Maintain an up-to-date roster of suppliers and prices.
• Ensure the cost effectiveness of all procurements.
• Assist as needed in preparing any procurement documentation.
• Complete purchase requisitions prepare solicitation documents, sets up evaluation committees (as needed), completes the comparative analysis and selection documentation, prepares purchase order or contract for review and approval.
• Complete Bridger Lexis Nexis searches for vendors.
• Responsible for ensuring goods and services received documentation is completed and on file.
• Ensure effective inventory management including the initial inventory of project items and annual inventory audits to ensure that project inventory is up to date with the value and condition of project assets.
• Maintain an up-to-date inventory and asset tracking system and list.

Human Resources:

• In collaboration with Human Resources and Organizational Development Manager, support on HR administrative function.
• Maintain up to date records for each employee including tracking leave, movements, etc.
• Ensure timeliness, accuracy and completeness of employee monthly timesheets.
• Provide support to process staff insurance claims

Other duties as assigned

QUALIFICATIONS:

Education: Bachelor's degree in management or a related field;

Technical: Minimum 3 years of experience in administrative and office support

Experience:

• Experience in general administration, procurement
• Experience managing multi-tasks, priorities under pressure and attention to detail
• Experience on USAID project and/or in any US Government-funded project is preferred
• Experience on vehicle management, monitoring and logistic arrangement

Skills/Knowledge:

• Knowledgeable on administrative management;
• Understanding of data privacy standards
• Proficiency with Microsoft Excel, Word and Outlook applications
• Familiarity using spreadsheets and calculation software.
• Customer-service skills, team player, solution-oriented, problem solver who can deliver a high-quality service result in a fast- paced environment
• Good communication skills both written and oral, in English and Nepali.
• Familiarity with business principles and practices.

Core Competencies:

Professionalism:

• Strong knowledge of the relevant technical areas.
• Planning & Organizing: Ability to plan work and manage conflicting priorities

Communication: Good spoken and written communication skills, including the ability to liaise with technical staff and present information in a clear and concise style. Fluency in written in English.

Teamwork: Good interpersonal skills and ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Analytical skills: Ability to analyze information and solve problems with excellent attention to detail.

To apply:

Please submit your application by email, referencing in the subject line “Administration, Officer- Temporary position to HamroSammanJobs@winrock.org on or before December 26, 2019. Your application must include a cover letter and C.V. Hard copies of applications will not be accepted. Only short-listed candidates will be contacted. No phone calls please.

Women, people with disabilities and those belonging to discriminated groups are strongly encouraged to apply.

All employees should adhere to USAID, DFID and Winrock International’s code of ethics, and specifically child safeguarding and trafficking in person provisions covered in the project agreement.