TITLE:  Senior Admin Associate
UNIT: Nepal office/CSM
REPORTS TO: Administration Manager or Program Manager
SUPERVISES: N/A

1. SUMMARY OF RESPONSIBILITIES

The Senior Admin Associate assumes primary responsibility for managing various administrative tasks, which include but not limited to overseeing the physical infrastructure, including maintenance and improvements. They will also handle equipment procurement for the province office, prepare bid analysis and purchase orders, and maintain an updated inventory of the Foundation province offices supplies. 

2. RELATIONSHIPS

Internal

Contact and close coordination with all staff and different units within the Foundation’s Kathmandu office and province office. Extensive interaction with members of the administration team, program staff, consultants, as well as finance and IT unit as well as with all employees of the Foundation.

External

Regular contact with government officials and agencies in Nepal; business sector  - vendors, supplier; partner NGOs, and academic and other local institutions

3. REQUIREMENTS

Education

Bachelor's degree in business studies, administration, management, or other relevant discipline.

Experience

Minimum of 3 years relevant experience in administration. Previous work experience with USAID funded program is preferred. 

Other

Good communication and interpersonal skills in English and Nepali, and ability to harmoniously interact with people from a variety of cultural and professional backgrounds. Knowledge of local languages is preferred. Proficient computer skills (Microsoft Windows, Word, Excel, PowerPoint, Outlook, internet). Time management skills. Ability to work under pressure and multitask. Analytical and writing skills. Attention to detail. Willingness to travel to districts across the country. Ability to work independently and in a team environment.

4. JOB DUTIES AND RESPONSIBILITIES

Administration Management Responsibilities:

• Perform procurement-related tasks for provincial office/partners’ equipment which includes preparing competitive bid documents & purchase orders following all USAID’s compliance/guidelines, USG and TAF regulations, and providing recommendations. 
• Hotel booking and event management.
• Air Ticket booking of the staff for field travel.
• Arrange maintenance of all equipment/furniture in the office and in project-implemented areas
• Filing the documents and assisting in updating & checking the expiry of the service contracts with all vendors and service providers.
• Arrange hiring of vehicles for the Foundation staff, and guests as and when required. 
• Monitor vehicle mobilization and ensure the logbook, fuel & maintenance; and analysis of vehicle run cost and suggest timely necessary improvements.
• Dealing with the vendors for necessary procurements.
• Timely arrangement of logistics support for program-related workshops, training, and conferences. 
• Coordinate with the HR department regarding job postings in online job portals and local newspapers as per requirement.
• Manage office equipment and infrastructure to ensure a well-running office
• Checking and monitoring of any renewals of contracts for supplies and services in a regular basis.
• Monitor and get updates from supervisee(s) periodically and delegate appropriate tasks.
• Local management of kitchen and stationaries supplies
• Maintain, verify, and update all furniture and equipment inventory records.
• Coordinate with ISP for contract renewals and if rise any issues in connections. 

MOSS Management Responsibilities:

• Update Minimum Operation Safety Standard (MOSS) & communication tree as and when needed.
• Take lead in updating earthquake “go” kit for the Foundation Province office.
• Organize different MOSS related trainings in the province office.as and when needed.

Travel Management Responsibilities:

• Manage and assign drivers to staff in project sites or within provinces as per approved field travel.
• Ensure that vehicles are always in good operating condition - review vehicle maintenance checklist periodically, report to the supervisor, and initiate repair/maintenance if required. 
• Follow up for bill book and emission checkup in a timely manner and take action as needed.

Financial Management Responsibilities:

• Handle petty cash, maintain proper log and request for replenishment on timely manner
• Initiate and review PRs and RFPs for any procurement and vendor-related payments.

Others:

• Any other tasks as assigned by the Senior Leadership as and when required.

Applying Procedure

Job shall be applied through the Foundation Online Job Application form by July 23, 2023. Please attach your Curricular Vitae (CV) along with a cover letter describing your suitability for the position in the Job Application form. In case of any technical difficulties, queries can be forwarded to [email protected].

Only short-listed candidates will be contacted. Telephone calls will not be entertained.

 The Asia Foundation is an equal opportunity employer and is committed to building a diverse and inclusive office environment. Women and people from economically and socially excluded groups are encouraged to apply