Administration Officer ( National Position)

Position Title: Administration  Officer ( National Position)  

Location: Kathmandu, Nepal  

Department: Administration  

Report to: TBC  

Project: Hamro Samman 

BACKGROUND:  

Hamro Samman (HS) is a six-year counter-trafficking in persons (CTIP) project implemented in 10 districts in Nepal. The project is implemented by Winrock International, with generous support from the American and British people through the United States Agency for International Development (USAID) and UK Aid, since July 12, 2017. During the extended period from March 12, 2023, the project is solely funded by USAID. The objectives of the project are:  Strengthening national, provincial, and local Governments of Nepal (GON) efforts to combat trafficking in persons (TIP); Improving civil society organizations (CSOs) advocacy and engagement to address TIP; Increasing private sector (PS) partnership to service TIP survivors and at-risk populations.

POSITION SUMMARY 

Position Purpose:  

The Administration  Officer  will be responsible for overseeing the Administration, Procurement, Logistics and Fleet Management of the project. The Position will work closely with all the Department Head  and Lead of Operations to ensure the smooth, efficient, professional, and friendly operations of the Winrock International Hamro Samman project office. 

Position Overview:  

The Administration Officer  will be responsible for ensuring all the procurement and operational functions and activities are conducted and implemented as per the Policy and Compliance requirement of donors and Organizations. The position will fully comply with Donor and Winrock Policies and procedures and should be accountable for it.  

MAJOR RESPONSIBILITIES 

• Handle front desk reception including greeting visitors and directing telephone calls.
• Take custody of petty cash and process settlements
• Conduct and ensure all project procurements are in accordance with Winrock and USAID’s policies and procedures.  
• Support to Operation Department  on procurement of utilities, office supplies, materials/equipment, services and formalizes all the payment of invoices against its supply. 
• Prepare Request for quotation, obtain price quotations, and prepare bid analysis, purchase order and all necessary solicitation documents for the approval.  
• Support to Operation Department  on annual vender identification and finalization for Stationeries, Kitchen and cleaning Supplies, Hotel accommodation, Venue for workshops and meeting, Vehicle hire, Office supplies and printing items, ticketing, Vehicle maintenance and Office equipment servicing and maintenance, repair, and maintenance of Office premises etc 
• Manage and update the procurement tracker, including in relation to assigning progressive numbering to purchase requisitions purchase order, monitoring progress of each procedure, and flagging any issues/delays (verify/ complete purchase requisitions, support  on preparing  solicitation documents and selection documents
• Arrange/Deliver/Supply the procured/available goods and items as per the request received from the staff and program.  
• Maintain the filing of the Purchase Requisition, Purchase Order and Final procurement documents and upload on the share point. 
• Maintain an up-to-date roster of suppliers and vendors.  
• Complete Bridger Lexis Nexis searches for new vendors and on every renewal, amendment, extension. 

Administration and Logistics

• Undertake all Administration and Logistics needs and aspects of Project. 
• Provide logistic support for organizing events as per the request received from Program. 
• Coordinate with program team for the effective and efficient arrangement and fulfillment of the requirement of the logistics and operation of the events, workshops, meetings etc.  
• Facilitate and coordinate the travel arrangements of staff or Expatriate including accommodations, internal and international flights, Visas, as needed in advance of field visits and vehicle hiring if required.  
• Timely renewal and process of the Lease agreements and process for the approval. 
• Ensure the office management functions including maintenance of the building and office equipment, arranging off-site archiving.  
• Responsible for 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 up-to-date inventory and asset tracking system and list. 
• Support to Operation department to  prepare  the monthly and yearly Inventory Report. Conduct   physical verification of inventories, equipment disposal and handovers to partners and beneficiaries.  
• Ensure the inventories are properly branded and marked. 
• Filing and organizing administrative files and documents hard copy and upload on SharePoint. 

Fleet Management and Operation: 

• Maintain a tracker for renewal of vehicle blue book and vehicle insurance. Timely process and coordinate for the vehicle renewal, pollution approval and Vehicle insurance. 
• Regular check on the vehicle logbooks is properly filled and maintained and check the regular maintenance of the office vehicles. 
• Maintain record of condition of office vehicles and ensure timely repair and maintenance and replacement of spare parts. 
• Ensure safety and security measures are adopted in every vehicle. 
• Prepare and maintain the Fuel Efficiency Tracker and vehicle maintenance tracker. 
• Assign the vehicle and driver for the duty as per the request received.  

IT support to the staff:  

• Coordinate with the Service desk to solve any problem of the staff related to office 365, laptops, printers, networks.   
• Coordinate with the Service desk for the initial setup of the laptops, printer, scanners for the new staff.   

Staff Management 

• The Administration Officer will supervise and manage office support staff including drivers, security, and cleaners.   

Other duties as assigned 

POSITION QUALIFICATIONS 

Education: Bachelor’s degree in a relevant field, master’s degree preferred.  

Technical: Minimum of 3 years of relevant work experience with an international organization 

Experience: 

• Experience of working in international projects to the highest ethical standards  
• Experience on USAID project is preferred 

Skills/Knowledge:

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. 

Physical Demands: Office environment with continual sitting including some travels to districts. 

TO APPLY:

The deadline for submission of applications is Saturday 10 February  2024. However, applications will be reviewed on a rolling basis and Winrock/HS reserves the right to make an offer prior to the closing date for applications. Applicants are thus encouraged to submit their applications at the earliest opportunity.

To apply, please submit up- to- date CV and covering letter explaining your suitability against the essential criteria in the job profile to hamrosammanjob@winrock.org referencing in the subject “Application for Administration Officer” by the deadline.

Only short-listed candidates will be contacted for further interview process. This position is subject to funding availability.

Winrock is an equal opportunity employer. We are committed to providing equal employment opportunities for all people and value diversity and inclusiveness. Winrock recruits, employs, trains, promotes, and compensates regardless of race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, citizenship, age, physical or mental disability, medical condition, family care status, or any other basis protected by law.   

At Winrock we have a clear mission: Empower the disadvantaged, increase economic opportunity, and sustain natural resources through unwavering dedication to accountability, equity, innovation, integrity, and transformation.   

Winrock knows that its success comes from the hard work and steadfast dedication of its diverse workforce. Winrock remains committed to maintaining diversity, inclusion, and equity across the entire organization.   

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