Administrative Officer

Organization: The Organic Valley Pvt Ltd

Vacancy Position: Administrative Officer

Vacancy Posted On: 19 November 2025

Application Deadline: 18 December 2025

Station: Kathmandu (Corporate Office: Bakhundole -1, Maitri Margh)

Reports To: Management

Joining In: Immediate hiring

Salary Range (NPR): 40,000 - 50,000/- (Cost to Company)

Company Profile

The Organic Valley Private Limited (TOV) was established in 2011 to make a significant difference in the field of organic agro production and trading. Its corporate office lies in Bakhundole, Lalitpur. TOV is one of the pioneers in promoting Organic Agriculture and food practices in Nepal. It has been the first of its kind to Trade Organic Products from Nepal to various countries in the World. TOV has been involved in various projects as well as product research and diversification since its inception. To focus on social development and capacity enhancement of rural farmers, The Organic Valley Pvt Ltd established a nonprofit-making company–T.O.V. Foundation as its CSR.

VISION

“To improve the lives of rural people in Nepal through appropriate market creation of organic agro products, nontimber forest products and community-based eco-friendly products.”

MISSION

To reduce the effects of climate change, land degradation and harmful chemicals used in farming through optimization of indigenous skills and promoting environmentally sustainable farming technologies that will preserve our valuable ecosystem for future generations leading to a prosperous lifestyle.

Role Overview

The Admin Officer ensures efficient business operations by managing documentation systems, HR administration, logistics, policy compliance, insurance matters, and vendor coordination. The role supports smooth day-to-day functioning of the company and ensures operational processes are streamlined and aligned with organizational standards.

Responsibilities

A. Documentation & Filing Management

• Maintain an organized physical and digital filing system for all business, HR, procurement, and operational documents.
• Ensure proper archiving, labeling, and retrieval mechanisms for quick access.
• Update and maintain company records, contracts, and compliance documents regularly.

B. Inventory & Supply Management

• Manage inventory of office supplies, processing unit supplies, stationery and other consumables.
• Conduct requirement analysis to determine stock needs and ensure timely replenishment.
• Maintain stock registers and track consumption levels of materials.

C. Coordination, Meetings & Communication

• Coordinate schedules, arrange internal/external meetings, and prepare meeting agendas.
• Record and distribute meeting minutes, memos, notices, and internal updates.
• Ensure timely communication of operational changes, policies, and procedures across teams.
• Track and monitor implementation of organizational policies.

D. Logistics & Operational Support

• Assist in managing logistics for office operations, equipment movement, procurement, and deliveries.
• Maintain logbooks, dispatch records, and transport documentation.
• Support procurement and logistics departments with documentation and compliance.

E. Human Resource Administrative Support

• Maintain employee records including personal files, TORs, contracts, leave records, attendance, and timesheets.
• Contract renewals, amendment letters, and onboarding documentation.
• Ensure all employees are updated on HR policies, handbook provisions, and procedures.

F. Insurance Management

Manage overall company insurance portfolios including:

• Medical/health/Accidental insurance for employees
• Company asset insurance (equipment, vehicles, facilities)
• Coordinate documentation, claims processing, renewals, and compliance with insurance providers.

G. Government Compliance: Rebates & Subsidies

• Identify applicable rebates, subsidies, and government incentive programs.
• Prepare and submit applications to relevant ministries, departments, or local government bodies.
• Maintain follow-up and documentation for approvals and reporting requirements.

H. Contract Preparation & Implementation Follow-Up

• Draft, review, and prepare service contracts, vendor agreements, employee contracts, and TORs as needed.
• Ensure contracts are signed, filed, communicated, and properly implemented.
• Maintain contract tracking sheets for renewal dates and compliance checkpoints.

I. Vendor Management & Procurement Support

• Conduct vendor evaluation for suppliers of goods, hardware, and software.
• Assist in overall purchasing processes including collection of quotations, bid comparisons, and vendor selection.
• Maintain vendor records, performance evaluation logs, and purchase documentation.

6. Required Qualifications & Experience

Education

• Bachelor’s degree in Business Studies, Management, Commerce, or a related field (Master’s degree preferred)

Experience

• 1–3 years of administrative or operations experience in business, private sector, agribusiness, or processing units.

Skills

• Strong organizational and documentation skills.
• Good communication (verbal, written and typing) in English and Nepali – Must.
• Proficiency in MS Office (Excel, Word) and digital filing
• Basic understanding of HR processes, procurement, insurance, and compliance.
• Ability to multitask and meet deadlines.

7. Competencies

• Professionalism & Integrity
• Time management & prioritization
• Attention to detail
• Problem-solving mindset
• Ability to maintain confidentiality
• Teamwork & interpersonal skills

8. Working Conditions

• Office-based with occasional visits to service providers, suppliers/vendors, or government offices.
• Flexible hours may be required during peak operational periods with frequent travel to processing units of the company.

How to Apply

Interested and eligible candidates are requested to submit their application via email to vacancy@theorganicvalley.com, clearly mentioning the position applied for in the subject line. The application must include:

• A duly updated CV, and 
• A cover letter explicitly stating the candidate’s expected salary.

Applications that are incomplete or fail to meet the stated requirements will not be considered. All documents must be submitted within the specified deadline.