Duty Station: Kathmandu

Compliance:

• Facilitate Board Meetings, Annual General Meetings and Staff Meetings.
• Scheduling meetings, appointments, trainings, etc
• Renew the membership of board members as necessary
• Ensure the timely premium payment of the vehicle insurance and staff insurance and prepare the necessary documents for the same
• Responsible for the timely renewal of the organization
• Follow-up visa or resident cards for expatriate and arrangement of national and international travel
• Ensure the efficient use of office space, design and implement fixtures suitable to the mission and in accordance with the instruction of the general (or site) coordinator
• Receive, direct and facilitate the visitors sent by the Front Desk Officer
• Work in close coordination with the district coordinators
• Follow-up with the district office to collect necessary documents for SWC approval
• Works as a bridge between District Management Committee and Central
• Management Committee
• Ensure all the work carried out are in accordance with the relevant law and regulation and even the organizational policies such as ‘admin & finance policy’ and HR policies.
• Review and analyze all vendors/suppliers, supply, and price options
• Maintain and update list of suppliers and their qualifications, delivery times, and potential future development
• Custody of all office assets, their safety, insurance, tracking movements, regular updates of the Asset register and spot check
• Ensure that all office facilities & equipment are functional all the time and be in charge of arranging any repairs, replacements & maintenance
• Ensure procurement procedures and authorization procedures are followed
• Execute Procurement sourcing activities, negotiation, contracts and purchase orders and maintain appropriate procurement records.
• Undertake responsibility in obtaining required quotations, preparation of a Comparative Bid Analysis, and advice in recommending purchasing, with all information being systematically recorded in Purchase Committee minutes where appropriate.
• Liaise and co-ordinate with the relevant departments/functions regarding delivery of supplies and keep all parties informed of any changes in a timely manner.
• Assist in the maintenance of an accurate and up-to-date supplier information database for regularly purchased items, and keep updated on local market conditions.
• Assist and maintenance records of the new supplier assessment and performance of the existing suppliers.

Logistic Support:

• Oversee overall Logistic management
• Overall management of the kitchen supplies
• Monitor and make inventory on kitchen items that needs reordering
• Logistic arrangement for the activities like rallies, protest, campaigns, etc both inside and outside the valley

General Support:

• Maintain Fixed Assets Register and Inventory Register and period physical verification of assets and inventories and ensure the assets and inventory management to all working districts.
• Organize basic maintenance (vehicle, electronic equipment’s, office, plumbing, sanitation) as well as basic facilities (internet and telephone services)
• Responsible for the documentation of the necessary documents and timely payment of rent, hydro, telephone, internet) including Safehouse.
• Periodic checks and visits to field on administrative matters
• Report to Project Administrator regarding campaigns, programs, projects, etc
• Overall management of the kitchen supplies
• Monitor and make inventory on kitchen items that needs reordering
• Ensure the safety functioning of all building fixtures or facilities, workers for maintenance and repairs
• Maintain the checklist of air fare payment and records
• Maintain and update the information on travel schedules, travel orders.
• Maintain the checklist of house rent and ensure the renewals are timely made.
• Perform required and emergent functions as seen appropriate to resolve all admin issues.
• Assist ERP team in the installation of ERP system and keep the update as per the recommendation of the ERP service provider especially for inventory and admin modules.
• Oversee library management
• Perform work responsibilities as requested and provided by finance department, HR department and senior in charges.
• Facilitate Publication/Communication Officer for advertisements and necessary publications.
• Carry out all necessary procurement functions in compliance with the procurement act and as per the procurement clause in admin and finance policy.
• Coordinate with district and ensure all the administration aspects are intact and enquire for any necessary changes to be made, to be followed with and act accordingly.
• Perform frequent field visit in the working areas as per the requirement.
• Create and maintain good relationships with vendors/suppliers