Position Title: Administration Manager
Location: Kathmandu, Nepal
Unit: Agriculture, Resilience, and Water
Reports To: Operations Director

Position Description:
The Administration Manager will be responsible for ensuring all operational aspects of the USAID Agricultural Transformation, including procurement, logistics, inventory, general administration, and safety and security. This position, under the overall supervision of Operations Director, will be responsible for the effective management of the administrative support functions, procurement, logistics and security issues of the USAID Agricultural Transformation project Offices in Kathmandu and Cluster locations. This position will directly supervise Support Staff members and works closely with Administrative focal staff based in Central and Cluster Offices. S/he will ensure compliance with USAID regulations and Winrock policies.

Essential Responsibilities:
General Administration:

• Oversee the general administration of the Central Office which includes office lease, security, guard services, utilities, internet, flooring and furnishing.
• Supervise office functions and activities related to logistics, travel, records and filing systems.
• Ensure that motor vehicles, motorcycles and other office equipment are timely and properly maintained, fuel and use log are maintained and reviewed regularly.
• Ensure that staff and consultants have proper space and facilities to work productively.
• Ensure cluster and district project staff follow Winrock administration policy/guidelines
• Assist in recruiting support staff.
• Develop needed tools/instruments for effective administrative management and forward suggestions.
• Ensure a safe and equitable workplace, create opportunities, and offer support to women and those from disadvantaged groups.
• Carry out other duties assigned.

Logistic Management:

• Overall logistics coordinating for meetings and workshops in Kathmandu and outside valley, including logistics and financial settlements.
• Coordinate and follow suggestions to Cluster Administrative staff members and relevant other focal person of the external agency for managing high level field visits
• Visa process for expats (COP), Fleet management, Travel arrangements, driving license for expats, Vehicle Insurance, Blue book renewal of project vehicles.
• Coordinate and manage Custom Clearance process, as on need basis.

• Maintain project property and inventory list; including but not limited to servers, computers, printers, furniture, supplies, generators, and vehicles for the central office including the clusters.
• Update the inventory report and report to Winrock HQ and donor agency on annual basis.
• Prepare the inventory disposition plan and process for approval.
• Manage and obtain inventory handover/transfer documentation.

Procurement:

• Prepare the procurement plan for USAID Agricultural Transformation, submitting procurement plan to USAID and Winrock HQ for further approval and responsible for handling overall procurement.
• Maintain vendors list for services such as printing, photocopy, vehicle rental, accommodation, food service, airline tickets, maintenance of vehicle, generator, air conditioners, stationery supplies, vehicle rental, security, transport, courier, etc.
• Forward “Request for Quotation” for various goods and services as per approved requisitions.
• Oversee the procurement process of the items under Grants program
• Prepare Purchase Orders, Service Orders, Office Leases, Service Contracts, Security Contracts, Annual Service Contracts etc. Procure these goods and services as per Winrock’s procurement guidelines
• Follow up with Vendors for the timely deliverables of the goods and services.

Safety/Security:

• Act as security focal person of the USAID Agricultural Transformation coordinating with different agencies to get information and dissemination of information to all staff members on timely manner
• Flow safety and security related information to HQ on need basis.
• Prepare and update Emergency Contact/Telephone Tree list
• Lead on safety and security issues and forward suggestions to USAID Agricultural Transformation management team.
• Maintain FPPO tracker, security manual, security notices/information in SharePoint

Qualifications and Requirements:

Education: B.B.S. or equivalent university degree in Management, Business Administration, or relevant field, master’s degree preferred.

Required Experience and Skills:

• At least 6 years of experience in a similar position.
• Good coordination, representation and relationship management skills.
• INGO experience is strongly preferred; experience on donor-funded projects
• Experience managing office staff.
• Familiar with office administrative and logistics policies and processes.
• Willingness to travel as and when required.
• Strong computer software skills in MS Excel, Word, Outlook and Power Point is mandatory.
• Strong accounting software skills (such as QuickBooks) preferred.

Diversity, Equity, Inclusion and Accessability (DEIA):
Winrock International seeks to cultivate an environment where all candidates relish equal employment opportunities devoid of discrimination, misconduct, fraud, and abuse. Our commitment to Diversity, Equity, Inclusion, and Accessibility (DEIA) and Localization guides our practices not just in hiring, but also in staff retention, growth, and policy implementation. This commitment signifies that we value diversity in all its forms including age, race, ethnicity, religion, gender, sexual orientation, disability status, and cultural background. We welcome and encourage applications from individuals of all backgrounds, experiences, and perspectives, recognizing the rich tapestry of the communities in which we live and work.

Disclaimer:
Winrock does not charge a fee at any stage of the recruitment process (resume submission, interview, processing). Any canvassing during the application and recruitment process will result in disqualification.