Period: One Year

Responsible to: President, Saathi

Location: Head Office, Nakhu, Lalitpur

Purpose of the post:

The Administration Officer (AO) shall be responsible to organize and oversee the daily operations of the organization, seek government approval for projects and contribute to organizational growth/productivity. In doing so, the AO shall directly manage the key organizational functions like Human Resource Management and Administration while also extending support to programs and leading any other special project as and when needed.

Major Duties & Responsibilities:

Organization-wide responsibilities:

• Facilitate to develop/implement strategic plans essential for organizational growth, sustainability and translate such plans into specific goals to be delivered by respective Line Managers/team members
  
• Evaluate overall performance by thoroughly gathering, analyzing information and support improvements
  
• Administer and ensure that organizational policies, procedures are applied appropriately while also as needed revise and/or formulate such policies, procedures in consultation with the management team.
  
• Ensure that the organization meets compliance standards and operates with legal conformity to establish regulations and in doing so be responsible for program approval and organization renew from related government agencies
  
• Orient, guide and support Line Managers in executing HR and administrative affairs within their department/program and ensure that the efforts within the organization are well coordinated
  
• Frequently make on-site visits to supervise and evaluate works performed. Address questions and concerns from staff, address problems and shortcomings, and provide insight to streamline work activities
  
• Evaluate procurements needs identified for the organization and facilitate procurements in best possible manner to meet the desired cost/quality standards
  
• Ensure that service agreements with vendors/service providers are timely renewed, reviewed or terminated as appropriate
  
• Administer that office resources (Assets and Inventory items) are used appropriately while encourage optimal use across the organization
  
• Ascertain that Insurance policies associated with office assets, staff, are timely renewed and amendments are made as deemed necessary
  
• Oversee that Fixed Assets, Office vehicles, Equipment, Machinery and other administrative affairs etc. are timely maintained.
  
• Supervise logistics support in events, meeting and workshops as deemed necessary
  
• Ensure that the general administration activities in terms of  layout/space management, and Front office management, Assets, Vehicle, Fuel, Stationery, Office premise cleaning and general upkeep are functioning smoothly and/or are carried out effectively
  

Human Resource Management responsibilities:

• Ensure that the organization’s values, guidelines and norms are well inculcated by all staffs so as to foster the desired work culture. In association with the Line Managers identify and recommend appropriate strategies to enhance staff motivation, positive work culture and staff engagement at the best possible level
  
• Ensure that adequate staffing and placement is carried out effectively in all departments/programs (required number, competencies) in coordination with Line Managers
  
• Plan and update human resource planning (HRP), organizational structure to reflect clarity in responsibilities and work flow coordination as well as reporting line. Assist Line Managers in drafting/updating Job Descriptions and Specifications
  
• In accordance to the approved policies/guidelines and in its spirit, manage recruitment and selection, staff training and development activities, compensation administration (staff facilities/benefits, rewards), staff performance appraisals/evaluations, grievances and facilitate decisions on transfers/termination/resignations and other associated HR affairs
  
• Ensure that staff personnel information (personnel file, HRIS/staff data) and staff related administrative records/decisions/communicationsare properly organized, maintained and decisions are executed efficiently
  
• Oversee HR related reports (quarterly or as applicable for attendance, leaves, trainings, staff list, staff loans and advances, performance reviews, critical incidents and other relevant matters)
  
• Facilitate in effectively carrying out organization yearly staff appraisal and evaluation (Annual or as per the approved/guided by the policy).
  
• Ensure that congenial environment is maintained in terms of staff discipline, staff health hygiene, comfortable work infrastructure/ environment and facilitate work-life balance for organizational productivity
  

Qualification:

• Minimum Bachelor Degree in Management or Equivalent
  
• At least 5 years of experience in INGO/NGO in a similar position
  

Requirement/Skills:

• Solid understanding of running an NGO’s including know how of legal provision related to NGO’s
  
• Strong written and oral communication and presentation skills in English and Nepali
  
• Networking abilities especially within the government and NGO sector 
  
• Proficient in Operating MS Office
  
• Must have valid license for motorbike driving
  

Applying Procedure:

Interested applicants are requested to send their CVs and a cover letter to [email protected] by 17:00 PM 15th February 2019.

OR,