Associate, Administration

A. Position Overview

The Associate, Administration will be responsible for carrying out all procurement, administration related tasks including supporting the field offices in uniformity of policies and procedures of the organization in coordination and supervision of the Senior Manager, Administration. The position will provide general help as and when required by staff at Kathmandu Office (KO). The primary responsibilities of the position include general office administration, office management, procurement, filing, liaison, inventory control, vehicle arrangement, etc.  The position will have regular interactions with all staff. The position will report to Senior Manager, Administration.

B. PRIMARY DUTIES AND responsibilities

The position will require performing the below-given job responsibilities not limited to:

1. Procurement Management: 

• Prepare request for quotation (RFQ) request for proposal (RFP) and expression of Interest, (EOI) and invitation of Bids (ITB) while purchasing goods/ works and services as per global procurement policy.
• Collect quotations and prepare comparison sheets for procuring the materials at the field office level following all requirements suggested by Regional Office and Global Office as well as Government regulations.
• Carry out prequalification of vendors in coordination with Admin team in the Kathmandu Office (KO). 
• Support the Supervisor during Procurement Committee Meeting for the vendor selection process.
• Update vendor lists regularly.

2. General Admin Management: 

• Carry out all administrative related work including program procurement in KO, and Field Office (FO) in coordination with Admin team in the KO.
• Prepare for payment authorization and submit to Finance department on timely with proper supporting documents.
• Explore appropriate Hotel list for in-house meeting/training/workshop take necessary initiation for Hotel room reservation for visitor and donor.
• Handle Domestic and International Air ticket booking. 
• Handle VISA processing, International Travel Insurance and Assets Insurance regularly
• Update Assets list of KO, FOs and Field Unit regularly.
• Vehicle arrangement for staff, guests, donors, and others as appropriate.
• Ensure procurement of kitchen items (tea, milk, coffee, sugar, toilet paper and others as appropriate and maintain proper stock accordingly.
• Ensure proper stock of Diesel, and Petrol for regular and emergency purposes.

3. Office Management: 

• Keep records of all documents and correspondence; file it and maintain the systematic filing in the organization. 
• Support the Supervisor to select the vendor of Assets Insurance and Medical Insurance on regular basis.
• Carry out Logistics support for outsourced services eg: drinking water, tanker water, Cooking Gas, etc.
• Visit Social Welfare Council and others Government Offices during General Agreement/Project Agreement/CPAC meeting follow-up.
• Carry out other functions as per need and periodically and rationally suggested by the supervisor.

C. PERSON SPECIFICATIONS:

Qualifications:

• Bachelor Level in Management or related discipline 
• Minimum Two-year relevant experience in any international organization 
• Strong planning and time management skills
• Can deliver in tight deadlines 
• Strictly adhere and comply with Room to Read’s Child Protection Policy and Child Protection Code of Conduct
• Knowledge of government regulation in relation to procurement
• Ability to travel frequently to Districts throughout the country
• Strong verbal and written communication skills in English 
• Proven track record of achieving results 
• Experience in administrative initiatives 
• Ability to work in pressure
• Ability to effectively manage time and prioritize tasks
• Time management.
• Attention to detail
• Problem-solving
• Strong Computer skills in MS package especially in excel
• Having valid driving licenses (at least Two-Wheeler)

To be successful as a member of the PLK team, you will also: 

1. Have a passion for our mission and a strong desire to impact a dynamic nonprofit organization
2. Be an innovative and creative thinker that tries new things and inspires others to do so
3. Have a very high level of personal and professional integrity and trustworthiness
4. Have a strong work ethic and require minimal direction
5. Work well independently as well as part of a team
6. Thrive in a fast-paced and fun environment

Application Procedure:

Interested applicants can visit the below link and click on “Associate, Administration” for a detailed job description and to apply for this position: https://osv-rtr.wd5.myworkdayjobs.com/en-US/RoomToRead

E-mail or drop-in applications will not be entertained for this position.

In case you are not able to access our website, please send us an e-mail request to nepal.hiring@roomtoread.org.

Due to the high applicant volume, we regret that we are not able to send personalized responses to all applicants.  Applications are accepted until the position is filled.   

Last date for application: July 02, 2021.

Padhnako Lagi Kotha is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.