General Services Assistant

Job Description

THE ASIA FOUNDATION NEPAL

JOB DESCRIPTION

TITLE: General Services Assistant

UNIT: Nepal office

REPORTS TO: Administration Manager

SUPERVISES: N/A

1. SUMMARY OF RESPONSIBILITIES

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

2. RELATIONSHIPS

Internal

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

External

• Contact with vendors and service providers to the Foundation; ministries on visa, custom clearance and program logistics; contact with grantees.

3. REQUIREMENTS

Education

• Bachelor’s degree or equivalent required.

Experience

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

Other

• 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-operations system is required.
• Ability to work effectively in a multicultural environment.

4. 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 documentations 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

Apply Instructions

Applicants are requested to email their CV along with a cover letter describing suitability for the position by 17 February 2019 to country.nepal.job@asiafoundation.org referencing "General Services Assistant" in the subject line.

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

This Job is expired. The Company is no longer accepting applications for this position.