The Admin Officer is responsible for supporting the smooth and efficient daily operations of the office. This role involves coordinating administrative tasks, assisting in procurement and inventory management, liaising with vendors and service providers, and maintaining accurate documentation and compliance records. The Admin Officer plays a key role in ensuring a professional working environment and contributing to the effective management of office resources and services. 

Responsibilities and Duties:

A. Office Administration & Coordination: 

• Assist in the day-to-day administrative functions of the office. 
• Coordinate office maintenance, cleanliness, and ensure a professional working environment.
• Support onboarding logistics for new employees (workstations, supplies, IDs, etc.). 
• Help organize internal meetings, staff events, and workshops. 
• Handle travel and accommodation arrangements for employees and guests. 
• Monitor utility usage (electricity, water, etc.) and report issues or anomalies.  
• Monitor and maintain office inventory (stationery, supplies, etc.) and ensure timely replenishment. 

B. Procurement & Vendor Management: 

• Assist in the procurement of office supplies, equipment, furniture, and services. 
• Prepare purchase requests, gather quotations, and support vendor selection processes. 
• Track purchase orders and ensure timely delivery of goods/services. 
• Maintain procurement records and vendor databases. 
• Coordinate with vendors for office repairs, cleaning, internet, utilities, and other services. 

C. Record-Keeping & Documentation 

• Maintain organized records of administrative activities, purchase orders, vendor contracts, and rent/lease contracts. 
• Assist in preparing monthly and quarterly reports related to office operations, procurement, and assets. 
• Support documentation for audits, compliance checks, and internal reviews. 
• Maintain up-to-date filing systems—both digital and physical—for administrative and procurement documents. 
• Assist with maintaining equipment records (e.g., laptops or other office assets) and coordinating asset tagging, transfers, and audits. 

D. Finance, Compliance & Reporting Support 

• Track and report usage of utilities, office supplies, and petty cash with proper documentation. 
• Assist in processing office-related invoices and tracking payments with the finance team. 
• Help ensure compliance with internal administrative policies and local regulations. 
• Provide basic support in tax filing, documentation, and renewal processes as needed.

Qualification : 

• Bachelor’s degree in Management, Business Administration, or a related field. 
• 2-3 years of experience in office administration, procurement or operations management (preferably in an IT or corporate environment).  
• Strong communication skills in English and Nepali – both verbal and written. 
• Excellent negotiation skills. 
• Basic understanding of procurement processes and vendor management. 
• Working knowledge of office software (MS Office, Google Workspace) and procurement systems.  
• Organizational and time-management skills with the ability to multitask. 
• Discretion in handling confidential information. 
• Familiarity with accounting software is an advantage. 
• Detail-oriented and problem-solving skills 
• Willingness to learn and support a dynamic, multi-functional operations team.