Sr. Administrative Officer

Job Description

Founded in 1983, the National Democratic Institute for International Affairs (NDI) is a nonprofit, nonpartisan organization working to strengthen and expand democracy worldwide. NDI works with democrats and democratic institutions in every region of the world to build political and civic organizations safeguard elections and promote citizen participation, openness and accountability in government. Headquartered in Washington, DC, NDI maintains offices in over 70 countries on five continents. Its diverse workforce of employees from 75 countries are united in the belief that democracies promote economic growth and development more consistently and equitably than non-democratic political systems. NDI’s office in Nepal has been operational since 1997 and has since collaborated with the Parliament, political parties, government agencies and civil society. 

NDI-Nepal is seeking candidates for the position of Senior Administrative Officer to contribute to the smooth functioning and enforcement of administrative and procurement operations and procedures. This position reports to the Senior Administrative and Financial Manager. To perform this job successfully, an individual must be able to conduct each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. 

REQUIRED RESPONSIBILITIES:

• Support NDI’s administrative and logistics operations and provide secretarial support where needed; 
• Ensure compliance with NDI’s procurement policies and procedures;
• Maintain various administrative logs including car logs maintenance, supplies log, and all office and expatriate residence logs;
• Keep an updated list of all equipment and materials that might need renewal and or need to be disposed of, and manage the process of asset disposal;
• Maintain all payment documents and receipts according to the NDI policies and guidelines against the project budget and timely submission to the Finance Department; 
• Support program team with logistical arrangements including meeting schedules, venue booking, travel arrangement, ticketing, etc.;
• Serve as point of contact for administrative teams on routine requests;
• Organize and maintain shared files, liaise with program, administrative and finance staff to ensure appropriate file retention;
• Track and oversee field office registration and visa processes for international staff
• Perform other duties and projects assigned by the supervisor.

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s Degree in finance, accounting, business administration and/or a related field 
• Minimum of eight (8) years in financial management, accounting, and administration, preferably for an international NGO working with USAID funding regulations;

REQUIRED SKILLS AND ABILITIES:

• Ability to manage multiple tasks simultaneously; ability to follow through on multiple tasks in a fast-paced work environment; deadline and detailed oriented; requires little oversight to complete tasks.
• Ability to be creative and to proactively identify procedures and policies to improve the overall efficiency and organization of administrative systems.
• Capacity to work both independently with minimal supervision and as a member of a team.
• Strong time management skills.
• Strong interpersonal skills that foster productive business relationships and effective interaction with staff and vendors.
• Strong oral and written communications skills. Excellent grammar, punctuation and editing skills.
• Ability to ask questions and seek guidance when necessary.
• Proficiency with Microsoft Windows, Excel spreadsheet applications, accounting-related software, and internet-based content research.
• Experience with Google Apps (Gmail, Calendar, Google Drive, G+, etc.) strongly desired.
• Experience with basic accounting and budget tracking.
• Experience with event planning and management.
• Ability to analyze and interpret governmental and organizational rules and regulations;
• English and Nepali language fluency required.

COMMENTS: 

The application deadline is July 31, 2017. 

Short listed candidates will be contacted. No phone calls please!

Applicants need to possess work authorization to work in Nepal. 

NDI is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, marital status or any other characteristic protected by law.

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