Office Associate (OA)

Office Associate

Background

AWO International was founded in 1998 as a professional association for development cooperation and humanitarian action within the framework of the German Welfare Organization “Arbeiterwohlfahrt” (AWO, literally: Workers’ Welfare). AWO International is actively working in Nepal since 2009. In close cooperation with Governments and Local Non-Governmental Organizations, AWO International is working with different communities and target groups across the country. AWO International is actively engaged in Humanitarian Assistance in the event of disasters and crises. 

Job Title: Office Associate (OA)

Job Location: Country Office Kathmandu, Nepal with frequent field trips

Portfolio: Development Work & Humanitarian and Recovery Aid

The Office Associate (OA) reports to the Finance & Admin Coordinator (FAC) & Country Director. The position serves on the junior level of the Country Office. Under the supervision of the FAC & HR, the OA tasks & responsibilities are as detailed below: -

Main Task & Responsibilities

1. Support for the Country Office’s Admin, Finance and Program department for the smooth operation of a 3-year project cycle aligned with AWO International Framework;
2. Ensure knowledge management in both program sectors (Humanitarian and Development Cooperation) and in finance & administration for continuous strong relevance, effectiveness and sustainability of AWO International interventions. (e.g., support updating and aligning of guidelines, gathering and documenting lessons learnt);
3. Responsible for handling office communication and correspondence;
4. Support for the process of the procurement of needed equipment/services in line with the latest guidelines of AWO International in close consultation with the Finance and Administration Coordinator and Country Director;
5. Supervise and ensure the management of stock for office assets. Verify the office supplies periodically and maintain inventory of office supplies as required;
6. Coordination with support staff and external service providers in the office context;
7. Taking care of possible visa needs for official travel. Coordinating with government agencies and all line authorities for visa requirements, when required;
8. Maintain an organizational staff calendar and schedules, arrange meetings, and distribute memos with reports. Preparing monthly Staff Movement Chart (SMC) and keeping updated records;
9. Formulate event concept notes, and programs and invites participants to the events. Preparation of invitations, catering, workshop materials and logistics support for meetings/events of the Nepal Office and for workshops with partners in consultation with and in close coordination with the responsible program/finance staff;
10. Travel arrangements (flight and hotels bookings) for all office staff, and visitors, and manage travel insurance in advance of international travels for staff;
11. Maintain the office record of status verification and ensures monitoring and maintenance of vehicles and moveable assets. Monitor, ensure and track the log book of the vehicle and moveable assets records are up to date;

Applicant's Profile

The suitable candidate will meet the following requirements:

• Bachelor’s degree in Business Administration, Business Studies or a similar subject; 
• Two years’ work experience in the field of administration, finance and program in an INGO and NGO or similar organization;
• Knowledge of clerical practices and procedures, and knowledge of administrative and financial processes;
• Familiar with accounting packages and professional working knowledge of tax, VAT, and TDS for Nepal context;
• Familiarity with Results-Based Project Management incl. project planning and monitoring to handle competing demands;
• Good knowledge of rules and procedures on vehicle management including official vehicles, and knowledge of mechanics and maintenance;
• Advanced working knowledge of relevant computer applications (MS Office, Adobe Photoshop);
• Ability to operate in a cross-cultural environment to meet tight deadlines; 
• Highly organized, committed, results-oriented, team player, and willing to work outside of the comfort of his/her working station;
• Excellent writing skills and fluency in written and oral English, working knowledge in online media (social media, website) campaigning and content management for Nepali onlookers, good facilitation skills and competence in external communication and networking;
• Can work with minimal supervision and possesses good time management skills; independently work in a high-pressure situation; 
• Applicant must have a learning attitude, good analytical skills; and be available for field trips
• Must have a valid two-wheeler driving license and excellent driving skills;

To apply

Please submit your application with a motivation letter and a copy of an up-to-date CV to mail@awo-southasia.org by 26 April 2023.

To view more detailed job descriptions regarding the above vacancies, please write an email to mail@awo-southasia.org

Only shortlisted candidates will be called for an interview. No phone call will be entertained and if any, subject to negative scoring in the qualifying process. AWO International is an equal-opportunity organization.

Women and persons from excluded groups are encouraged to apply.