Job Description
FHI 360, an international NGO, is currently recruiting a qualified and experienced candidate for the position of Administrative Officer for LINKAGES Nepal Project.
Administrative Officer, LINKAGES Nepal Project
Under the supervision of Procurement and Operations Manager (POM), the Administrative Officer will be responsible for procurement, VAT record management, publication of advertisements, travel and logistics support and assisting POM in management for overall office operation.
KEY RESPONSIBILITIES
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Prepare/process Procurement Request forms (PR) and Purchase Orders (PO) to obtain necessary signatures and approvals. Responsible for processing procurement ensuring FHI 360 Nepal procurement policy is strictly adhered to including reviewing of all procurement requests for completeness of necessary information and soliciting and reviewing quotations on local procurement items.
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Compile VAT claim invoices of Country Office and Implementing Agencies (IAs) monthly and coordinate with USAID and Inland Revenue Department for VAT refund. Prepare annual VAT report of the Country Office and IAs for submission to FHI 360 APRO.
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Responsible for bi-annual VAT reconciliation of local IAs and Country Office as per the Country Office VAT Standard Operating Procedures.
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Assist with logistics support for program related workshops, trainings and conferences.
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Process local Expense Authorization (EA) of staff and visitors. Arrange hotel reservation, airline ticketing, vehicle rental and assist in travel of all staff and visitors as per FHI 360 travel policy.
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Coordinate to publish FHI 360 Nepal advertisements as and when required.
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Provide assistance to renew blue book registration of FHI 360 Nepal and IAs’ vehicles.
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Assist POM to manage FHI 360 Nepal inventory.
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Coordinate for the clearance of FHI 360 Nepal shipment from Customs.
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Timely process for maintenance/servicing of FHI 360 Nepal and IAs’ vehicles.
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Assist in processing visa for international travel.
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Manage annual subscription/renewal of newspaper/magazine.
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Provide timely administrative support for management of office building operations (e.g. electricity, drinking water, communications, maintenance and repair of office equipment and furniture by service vendors etc.)
MINIMUM REQUIREMENTS
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Bachelor degree in humanities, business studies or related social science or behavioral sciences with at least 3 years’ experience in administrative and/or office procedures/management.
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Strong knowledge and experience with office management systems.
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Excellent verbal and written communication skills both in English and Nepali.
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Strong team player skills and resourcefulness.
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Proactive and independent approach to work with willingness to undertake additional responsibilities.
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Strong negotiation, coordination, communication and interpersonal skills.
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Resourceful in resolving problems and initiating solutions.
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Ability to work well with project staff, government counterparts, IAs and vendors.
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Knowledge of Microsoft products such as MS Office.
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Good judgment and ability to work in and with groups with both Nepalese and expatriates and maintain positive working relationships.
Apply Instructions
Send your updated resume, application cover letter and a copy of citizenship to:
FHI 360 Nepal
PO Box 8803, Kathmandu
Email: Nepal.recruitment@fhi360.org
The deadline for application is March 5, 2017. In the letter and/or email subject line, please mention the position you are applying for.
Only short-listed candidates will be invited for written test and oral interview. Any effort to influence the selection process will result in disqualification.
This Job is expired. The Company is no longer accepting applications for this position.
