General Services Assistant
The Asia Foundation

The Asia Foundation is a non-profit, non-governmental organization committed to the development of a peaceful, prosperous, just, and open Asia-Pacific region. The Foundation supports programs in Asia that help improve governance, law, and civil society; women's empowerment; economic reform and development; and international relations. Drawing on more than 50 years of experience in Asia, the Foundation collaborates with private and public partners to support leadership and institutional development, exchanges, and policy research.

General Services Assistant

Views: 1698 | This job expired 5 months ago

Basic Job Information

Job Category : NGO / INGO / Social work
Job Level : Mid Level
No. of Vacancy/s : [ 1 ]
Employment Type : Full Time
Job Location : Kathmandu, Nepal
Offered Salary : Negotiable
Apply Before(Deadline) : Feb. 16, 2019 23:55 (5 months ago)

Job Specification

Education Level : Bachelor
Experience Required : More than or equals to 2 years
Other Specification


  • Bachelor’s degree or equivalent required.


  • At least two years of experience in office administration and general services (preferably with an international organization).


  • Willingness, enthusiasm and flexibility to provide services. Ability to work under pressure
  • Proficiency in MS Word, MS Excel and MS Outlook a must
  • Good communication skills in English and Nepali
  • Good interpersonal skills
  • IT knowledge on data processing, computer operations training or experience in a multi-operation system is required
  • Ability to work effectively in a multicultural environment.

Job Description

Summary of Responsibilities: 

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



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


  • 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 referencing the position title "General Services Assistant" in the subject line.


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