Summary of Responsibilities: 

Under the supervision of the Administration Manager, the General Services Assistant is responsible for general office administration/operations and IT support.

Relationships:

Internal

• Frequent contact with the Administrative Officer and Administration Manager, IT Solutions & Support Engineer, and all other Foundation staff on administrative matters.

External:

• Contact with vendors and service providers to the Foundation; ministries on a visa, customs clearance, and program logistics; contact with grantees.

Job Duties and Responsibilities:

Administration Functions

• Ensure TAF vehicles are well maintained and serviced periodically. Maintain record of all TAF vehicles, timely renewal of blue books of all vehicles and office motorbikes
• Review vehicle log books and verify them periodically
• Ensure sufficient fuel stock for vehicles and generators especially during times of fuel shortages
• Assist in renting of vehicles for TAF staff and guests as and when required
• Assist in preparing drivers and support staff’s times sheets and overtime report
• Assist in preparation of duty roster for guards and drivers
• Keep inventory of drivers’ and guards’ uniforms
• Assist in the upkeep of office repairs and maintenance
• Monitor all service providers such as office cleaners, electricians, and plumbers
• Ensure cleanliness of office and its compound at all times
• Assist in maintaining and updating inventory (office, warehouse, residence(s), grantees)
• Conduct physical verification periodically
• Assist in arranging shipment and clearance of expatriate personal effects, the Foundation and grantee’s equipment, and book container for Books for Asia program
• Assist in obtaining visas for expatriates, consultants, grantees and local staff for official travel
• Assist in office procurements. Ensure full understanding of the Foundation’s procurement policy
• Prepare payment vouchers. Ensure full supporting documentation along with the payment vouchers
• Handle petty cash and maintain relevant records
• Any other tasks assigned by Administration Manager and senior management

IT functions

• Assume responsibility for maintenance & repair of office computers, copy machines, scanners, and multi-media projectors
• Installing and configuring computer hardware, software, systems, networks, printers and scanners
• Monitoring and maintaining computer systems and networks
• Provide basic troubleshooting. Responding in a timely manner to service issues and requests
• Provide IT support for TAF meetings and workshops
• Report-IT issues to GIS Support Engineer where necessary
• Maintain the inventory for equipment and users
• Assist in purchase requisition for all IT hardware and software

Applying Procedure:

Interested candidates can email their CV along with a cover letter describing suitability for the position by 17th February 2019  to country.nepal.jobs@asiafoundation.org referencing the position title "General Services Assistant" in the subject line.

OR,