Administrative Associate

Scope of Work Administrative Associate- Kathmandu

Project Background:

The  USAID Karnali Water Activity will create healthy, resilient, and water secure  communities  at  the  watershed  level  through  strengthened  water  and  sanitation governance that improves water resource management (including water for more resilient and biodiverse ecosystems), enhances sustainable access to drinking water, improves agriculture water management, and reduces the fecal pathogen burden in the environment from poorly managed non-sewered sanitation through fecal sludge management. The program team will methodically integrate Water Resource Management (WRM), watershed biodiversity conservation, and water and sanitation service delivery by mapping and strengthening the roles, connections, and capacities of key actors and stakeholders systemwide.

Position Description:

The Administrative Associate is responsible for aiding in general office management, including front desk oversight, receiving visitors and office administrative support, logistics, and procurement support. This includes, but is not limited to: stationery & office supplies management, coordination and bookings of flights and accommodation, meeting logistics, overseeing the repair and maintenance schedule for office equipment, etc. S/he will be responsible for providing administrative support to both technical and operations staff to ensure the efficient operation of the office.

Key Duties and Responsibilities:

• Manage the office reception area, perform reception duties, and receive visitors in a professional and efficient manner. Provide general support to visitors. Demonstrate a warm, friendly, and cooperative attitude with visitors and team members.
• Serve as the point of contact for project staff, external stakeholders, and visitors.
• Manage incoming and outgoing correspondence according to project policies.
• Work closely with the Senior Administration & Logistics Officer to coordinate and facilitate events and meetings logistics including conference room reservations, meal and refreshments arrangements, distribution of meeting materials and minutes, and event invitations, participant reservations, and attendance.
• Support to undertake preparations for all project office meetings.
• Provide clerical support including mailing, scanning, and photocopying for programmatic purposes. 
• Schedule a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for project staff as well as external stakeholders.
• Support making travel arrangements, including booking flights and hotel reservations for project staff according to established project policies and USAID rules and regulations.
• Maintain a proper and user-friendly filling and document management system.
• Oversee the maintenance of office equipment including generator, air conditioners, and the photocopier.
• Follow up with vendors for after sale service and maintenance.
• Participate in periodic reviews of progress under the Activity’s Work Plan and adapt plans and activities as appropriate in collaboration with other team members.
• Contribute to good, frequent, and direct communications between the Activity’s Kathmandu office and the regional office in Surkhet/watershed-based offices as required.
• Administer and process all petty cash transactions within the parameters of DAI policies and procedures.
• Oversee lunch management for the project office including keeping track of material consumption and expenses.
• Support in managing office assets and project inventory including proper records in the inventory database and inventory audits, etc.
• Assist the finance department in verifying all invoices for payment processing ensuring completeness and accuracy of supporting documentation in adherence with DAI requirement before preparing for final payment.
• Serve as the liaison between driver and the Senior Administration & Logistics Officer for efficient use of vehicle. Assign the Kathmandu based driver for jobs as per the requests received by the team members.
• Support the preparation of monthly motorbike and vehicle performance reports.
• Other duties assigned by the Senior Administration & Logistics Officer & Director of Operations.

Qualifications:

• Bachelor’s degree and 4 years of relevant experience or Master's Degree and 1 year of relevant work experience (For excluded group 3 years’ experience with a Bachelor’s Degree and 1 year of experience with a Master's degree).
• Experience in the administrative support experience.
• Previous experience working on USAID projects is preferred.
• Strong verbal, writing, and communication skills essential.
• Excellent interpersonal skills and telephone etiquette required.
• Demonstrated administrative and office management skills.
• Experience with Microsoft office suite.
• An energetic, forward-thinking, and creative individual with high ethical standards and appropriate professional image.
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus.
• Able to maintain good working relationships with team members while retaining high levels of confidentiality and discretion.
• Fluency in English is required.

Level of Effort, Location, and Reporting

The level of effort is 260 days per year. The employment contract will be on a yearly basis, with possible extensions until the close of the project. The Administrative Associate reports to the Senior Administrative and Logistics Officer. The position is based in Kathmandu.

Application link:

https://fs23.formsite.com/OLJTgx/bmglk3wxfw/index

Application instructions:

Please fill out the required information and upload CV. Applicants are encouraged to apply as soon as possible as interviews will be conducted soon. Please note, due to the volume of applications that we receive and the urgency to fill-up positions only shortlisted applicants will receive notifications on next steps.

Interested candidates should submit their application no later than April 28, 2024.

DAI promotes workforce diversity and considers excluded groups to include women, Dalits, indigenous ethnic groups, Madhesi, Muslim, persons with disabilities, people living in remote areas, and sexual and gender minorities.

About DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work.  DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All our positions are therefore subject to stringent vetting and reference checks.