TITLE: Senior Administration Officer
UNIT: Nepal Office
REPORTS TO: Director of Administration, Finance & Grants
SUPERVISES: Administration Associate, Front Desk Associate, Head of Support Staff
LOCATION: Kathmandu, with frequent visits to satellite offices within Nepal, along with travel outside Nepal on a need basis

1. SUMMARY OF RESPONSIBILITIES

The Senior Administration Officer plays a vital role in supporting the efficient and effective functioning of The Asia Foundation's administrative operations in Kathmandu and the satellite offices (Madhesh and Lumbini). 

Reporting directly to the Director of Administration, Finance & Grants, the Senior Administration Officer (SAO) will oversee administrative tasks and support the Director of Administration, Finance & Grants to prepare budget and quarterly plans and handle communications with the programs team, HR team, and other relevant departments regarding the Administration function.

Ultimately, the position of SAO is an instrumental role, acting as a trustworthy bridge between the Director and the rest of the Administration team for the day-to-day functioning of the administration work, while serving as a link between the Administration Team and other in The Asia Foundation. As such, the position calls for supporting the Director of Administration, Finance & Grants, and leading the Administration team members to advance The Asia Foundation-Nepal's mission of promoting sustainable development and good governance in Nepal.

2. RELATIONSHIPS

Internal

Contact all staff within the Foundation’s Kathmandu and satellite offices.

External

Contact with grantees, government agencies, donors, vendors and service providers, house owners, and others.

3. REQUIREMENTS

Education

Master’s degree in business administration, business studies, accounting, or any other related disciplines.

Experience

A minimum of seven years of experience in administrative support roles, office management, administrative leadership and communications, workflow management, risk management and supervisory skills in a nonprofit or an international organization. More than nine years of experience in similar positions is acceptable in lieu of a master’s degree.

Other

Knowledge on Administration task and processes. Excellent communication and interpersonal skills in English and Nepali, and the ability to harmoniously interact with people from a diverse cultural and professional backgrounds. Proficient computer skills (Microsoft Windows, Word, Excel, PowerPoint, Outlook, internet). Ability to work under pressure and multi-task. Demonstrated leadership qualities, strategic thinking, and cultural competence necessary to drive administrative excellence. Ability to deploy IT tools for the organization’s administrative tasks. An ability to implement and inculcate a results-oriented approach while fostering strong interpersonal connections Willingness to travel to districts across the country. Ability to work independently and in a team environment.

4. JOB DUTIES AND RESPONSIBILITIES

Administrative-operational Responsibilities:

• Under the supervision of the Director of Administration, Finance & Grants, oversee logistical operations, such as procurement, inventory management, and facilities maintenance, ensuring that office facilities are well-maintained and equipped to support staff needs.
• Review and supervise all lease and service contracts.
• Handle export/import and shipping processing
• Oversee all visa requests and processes for expats, partners, grantees, and staff.
• Understand and document regulatory, compliance, visa, and other requirements for The Asia Foundation in the new federal environment.
• Oversee and process all procurements.
• Oversee the Foundation’s MOSS (Minimum Operating Safety and Security) Standards Policy implementation as per guidelines in coordination with dedicated program staff.
• Maintain working relationships with the government offices, vendors, house owners, and service providers up to date.
• Ensure compliance with relevant laws and regulations governing the organization's operations, including taxation, labor laws, and registration requirements, under the supervision of the Director of Administration, Finance & Grants.
• Identify and mitigate operational risks by ensuring adequate insurance coverage, and developing contingency plans to address potential challenges.
• Facilitate communication and coordination between different departments or teams within the organization, as well as with external stakeholders such as donors, government agencies, and partner organizations.
• Ensure IT services and app-based operations are up and running.

Financial Management Responsibilities:

• Following the Foundation’s policies and practices as well as donor compliance, and under the supervision of the Director of Administration, Finance & Grants, ensure that all financial documentation for all procurements related to project activities are prepared, updated and settled. 

Supervisory Responsibilities

• Supervise and mentor the Administration team’s technical positions, e.g. Senior Admin/BFA Officer, Administration Associate, Front Desk Associate, and work closely with Senior Administration Associate in the provincial/satellite offices to ensure that they are performing their duties to the best.
• Conduct periodic performance reviews of supervisees and consultants and present the way forward accordingly.
• Manage differences and stress within the team, as and when required.
• Manage the IT consultants and ensure that organizational needs for IT-related tools, apps, and training and support are met.

Strategic Planning and Policy Development

• Under the supervision of, and with the support of the Director of Administration, Finance & Grants, contribute to organizational strategic planning process, and provide input on administrative aspects to support the achievement of organizational goals.
• Under the supervision of the Director of Administration, Finance & Grants, develop and implement administrative policies and procedures to improve efficiency, transparency, and compliance across the organization.

Other Responsibilities

• Represent the organization in meetings, events, and in negotiations with external stakeholders as needed.
• Communicate with Government offices, vendors, house owners, service providers, and clients on a need basis.
• Other duties as assigned by the Director of Administration, Finance & Grants, Country Representative or designate.

Applicants are requested to read through the job description above for the position. Job shall be applied through the Foundation Online Job Application form HERE by May 19, 2024. Please attach your Curricular Vitae (CV) along with a cover letter describing 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.