Administrative Associate
The Administrative Associate is responsible for management of office stationery and publications/social and behavior change communication (SBCC) materials, cover front desk in the absence of Front Desk & Administrative Associate, arrangement of program-related travel and logistics support.
Key Responsibilities:
- Assist with logistics support for program-related events, workshops, trainings and conferences.
- 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.
- Process local Expense Authorization (EA) of staff and visitors for necessary approval and maintain records of approved EAs. Arrange hotel reservation, ticketing, vehicle rental of staff and visitors as per FHI 360 travel policy.
- Handle office stationery and verify the received supplies according to the Purchase Order (PO) and maintain stock log of supplies/stationery as required.
- Handle stock management of SBCC materials, recording and reporting formats technical reports and other publications.
- Coordinate with relevant program staff and Administrative Officer for distribution of SBCC materials, recording and reporting formats, technical reports and other publications to IPs and other concerned, on time and ensure delivery as well.
- Assist staff with photocopying, binding, printing and scanning services.
- Follow up/compile signed handover letters of equipment/supplies.
- Assist in maintenance/servicing of Country Office and Field Office vehicles.
- Maintain vehicles’ records including monthly vehicle log sheet.
- Handle Front Desk in the absence of Front Desk & Administrative Associate.
- Perform other duties as assigned by the supervisor, Senior Procurement and Operations Manager, Finance and Admin Director, Project Leads and Country Director.
Requirements:
- Bachelor's degree in business administration or social sciences or any relevant field with one year of relevant work experience or Intermediate degree with three to five years of relevant work experience.
- Experience in planning, coordination, communication, and collaboration with multiple teams, scheduling, and executing office- and program-related activities and events.
- Proactive in managing multiple tasks, and managing and working in virtual work environment as needed
- Excellent interpersonal, organizational, communication, team building and management, and problem-solving skills.
- Excellent oral and written English and Nepali including documentation skills
Final deadline for application is 5:00 p.m. January 18, 2023.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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