Administration Officer

POSITION: ADMINISTRATION OFFICER

Duty station: Kathmandu with occasional visit to field offices

Duration: 4 years, with six months' probation period 

Required Number: 1

The Administration Officer will be responsible for managing all administrative, logistical, and procurement-related functions at ANSAB.

Essential Job Responsibilities

The specific duties and responsibilities of the Administration Officer include, but are not limited to, the following:

Administration

• Support day-to-day general administration activities of ANSAB.
• Facilitate and document regular staff meetings and other periodic meetings, including the preparation of meeting minutes.
• Administer and manage the renewal of office rental agreements, internet agreement, and Service Contracts.
• Manage fleet operations (vehicle assignment, repair, safeguarding, performance reporting and timely renewal). 
• Ensure proper documentation and filing systems for office correspondence and administrative records.
• Oversee inventory management, assets record keeping, assets insurance and conduct periodic physical verification of assets.
• Manage office supplies and stationery procurement, ensuring sufficient stock levels.

Logistics

• Provide logistic arrangement for all events of the projects including national/international flight reservations, hotel and vehicle arrangement. 
• Coordinate air ticketing, hotel reservations, airport pickups/drop-offs, and transport management for staff and visitors as required.
• Oversee the management of stocks, assets distribution, and tracking of assets.
• Ensure proper maintenance of office equipment, IT equipment, and phone services.

Procurement

• Implement and manage ANSAB's procurement system, ensuring compliance with procurement policies.
• Collect the procurement plan from the programs and initiate for the procurement of goods or services as per the procurement policy.
• Ensure that all necessary procurement documents are properly collected and maintained.

Human Resource

• Support the recruitment process, manage logistics for recruitment, and conduct initial inductions for new employees and consultants.
• Maintain expert rosters, personnel files, transfers, terminations, staff contracts, staff timesheets, leaves records and staff insurance documentation.
• Collect, review, and forward monthly timesheets and leave records to the relevant department.
• Facilitate onboarding and exit processes for staff.
• Assist in the preparation of Terms of Reference (TOR) and contracts for staff and consultants.
• Manage and supervise support staff.
• Provide periodic operational & HR reports.

Coordination

• Ensure proper internal control procedures within the organization.
• Work closely with finance department to mitigate fraud and conflict of interest in different activities
• Build and maintain professional relationships with communities, partners, implementers, and government offices.

Qualifications and skills: 

• Master’s degree in business administration, management or equivalent. 
• Strong knowledge of administration, logistics, procurement, inventory management, and human resources.
• A Minimum of 3 years of work experience in a similar role.
• Proficiency in MS Office and software applications.
• Excellent interpersonal, communication, and presentation skills, with the ability to work effectively in a diverse team.
• Clear understanding of program support, office management, procurement, administration, logistics ethics, and donor compliance.
• Fluent in both written and spoken English and Nepali.

Qualified candidates meeting the above requirements may apply by sending an application including an updated Curriculum Vitae, a cover letter, expected gross salary, and with position applied duly mentioned in the subject line by 20th September, 2024 by e-mail to: ansab@ansab.org.np

Residents from the project districts are strongly encouraged to apply. ANSAB is an equal opportunity employer and doesn’t discriminate any applicant with regards to gender, caste, race, color, or religion.

Only short-listed candidates will be invited for written test and interview. No telephone enquiries will be entertained.