Job Description
Job Title: Administration Officer
Duration: Up to six month ( Maternity leave coverage)
Division: International Water, Environment and Climate Change
Location: Kathmandu, Nepal
Job Profile:
Mott MacDonald has recently been appointed by the Department for International Development (DFID) as Implementing Supplier for the Nepal Post Earthquake Reconstruction Programme. The Programme will provide planning support for post-earthquake recovery; design, supervision and delivery of reconstructed community infrastructure; address the barriers to private sector involvement in this reconstruction; and a challenge fund to ensure that the poor and most vulnerable are not left behind. The Programme will operate across Gorkha, Dhading, Nuwakot and Rasuwa, with the main office in Kathmandu.
The role of Administration Officer will sit within the Project Management & Administration Team, which is responsible for ensuring that all financial, operational and administrative aspects of the Project run effectively. This Team will be based in the Kathmandu Office, and within Districts as required. Day-to-day the Admin Officer will be responsible for ensuring that activities are implemented in accordance with Mott MacDonald processes and procedures.
Job Description
- Office Management and Administration
- Assist operations manager to carry out routine tasks to ensure that the office is a safe working environment;
- Supporting sub-consultants with their administration and other arrangements;
- Managing the mobile communications (office phones, phone credit, internet, etc);
- Support in paying office electricity bills.
- Support in procuring Office Stationaries and monthly Kitchen supplies.
- Manage office arrangements as required for delivery of the programme. This is not limited to meeting room booking, office room setup.
- Provide support to give access of mandatory trainings to consultants and support and ensure mandatory training to new starters;
- Provide support in office procurement as when necessary;
- Monitor daily task off office assistant (cleaner) and provide on the spot feedback;
- Carry out general office duties as requested by the Operations Manager;
- Fleet and Mobilisation of Staff
- Support in the effective mobilisation of international staff and sub-consultants coming from overseas, including:
- - Communications with international team members for support with visa applications, flight and hotel bookings;
- - Maintain and update international visitor tracker sheet;
- - Management and timely communication of local arrangements such as airport transfers and hotel bookings;
- - Supporting the development and regular update of welcome packs and induction information;
- Support in provision of local transportation and compliance with vehicle management policy
- - Review fleet Log Book;
- - Monitoring vehicle for fuel refilling.
- - Consolidate fleet reports from field;
- - Archive all field travel request documents;
- - Provide briefing to newly (both rented and company owned) drivers on company policy;
- - Update maintenance sheet.
- - Complete technical check for hire vehicle before accepting vehicle from sub consultant.
- Assist Operations Manager to Manage field office inventory, Assets and ICT
- - Ensure newly purchased assets are forwarded to finance only after recording in office assets list;
- - Keep update of assets, inventory and stock (for office supplies and stationery) of the Kathmandu office;
- - Check each and every goods physically before receiving & dispatching.
- - Prepare required documents to be dispatched of goods/assets and checking documents while receiving it.
- - Ensuring entire office utility facilities (Printers, monitor screen, projector, etc.) run/in smoothly.
- - Generate stock report on monthly basic;
- - Liaise with district admin and finance officer and update district level assets in main assets register in Kathmandu;
- - Temporary assets allocation forms and Asset Temporary Allocation Forms
- - Act as an IT focal point of country office;
- - Assist to install recommended software to office laptop;
- - Install printers in office laptop;
- - Provide induction related to ICT to new staff and setup their laptops;
- - Liaise with SIS service desk for general troubleshooting;
- - Report operations manager on any ICT related issues;
- - Provide technical recommendation on the purchase of ICT equipment;
- Supporting in the ethics, transparency and accountability principles of the Programme and of Mott MacDonald;
- Be proactive and responsive to performing any other duties and responsibilities as assigned by the Operations Manager.
Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and line manager.
Candidate Specification
Required competencies and experience
- Qualifications/at least 3 years proven experience in an administrative or operations role;
- Experience handling logistical challenges in Nepal and in negotiating to ensure efficient use of resources;
- Experience of organising events – managing bookings, invitations, advertising, printing, and on-the-day requirements;
- Excellent written and spoken communication skills in English and Nepalese; ability to liaise with UK-based staff in English by email and telephone.
- Willingness to be pro-active, responsive and flexible to the changing requirements of the project;
- Excellent IT skills and confidence in Outlook, MS Word, Excel and PowerPoint;
- Ability to work quickly and effectively under pressure;
- A team player with experience of working within team hierarchies and towards the common vision of a programme;
Other desirable competencies and experience
- Experience of working on donor-funded programmes in emergency response teams;
- Ability to draft letters in English and Nepalese;
- Ability to draft processes and procedures in Nepalese and English.
Apply Instructions
Apply link :
https://jobs.brassring.com/1033/ASP/TG/cim_jobdetail.asp?partnerid=25141&siteid=5169&Areq=43119BR&codes=RAMRO
Apply within: 7 November 2019
This Job is expired. The Company is no longer accepting applications for this position.
