KEY RESPONSIBILITIES AND TASKS:

R1. Administrative responsibilities

- Maintain CARE Nepal's phone system (PABX); take all incoming calls and respond to callers' questions. When necessary, take appropriate messages and make sure the precise message is communicated to the appropriate people promptly.

- Manage guests with courtesy and make sure they are directed to the appropriate person (including arrangement for refreshments in coordination with Government Liaison and Admin Specialist )

- Cooperate with Security and Safety Every year in July and December, the focal point is responsible for receiving an updated, comprehensive list of all employees in the central office and project offices, along with their work and home addresses, phone numbers, mobile numbers, and other crucial phone numbers, and disseminating it to all appropriate staff. Maintaining and disseminating the most current intercom number list and telephone tree on a regular basis, keeping track of official and private call records, and maintaining the organization's local and international stakeholder telephone directory are all examples of good maintenance practices.

- Make sure the workplace space is kept tidy both inside and outdoors.

- As needed, draft letters and correspondence.

- Manage the Central Office's office supplies and stationery after the procurement process by supplying data on the amount of stationery used.

- On a quarterly basis, prepare and submit a request for the stationary stock to be replenished.

- All incoming and outgoing mail should be registered, with copies of the document or communication being given to the appropriate staff members for filing.

- Send all letters to the Country Director and SMT and keep a record of it, as well as receive and send courier mail to CARE USA and other CMPs.

- Register, send letters and papers via airmail or courier to all the field offices and within Kathmandu, and notify all the field personnel who need to know about it.

- Update the company calendar with the information that team members have submitted.

- Ensure and coordinate work space for staff coming in the office

- Ensures office maintenance including offices buildings/international staff housing and its utilities

- Ensure the Process of payment for recurring monthly expenses like electricity, water, telephone, mobile, office supplies and utilities for the office and residence of CD.

- Booking of meeting halls (in house ) during workshops, meetings and other events (arrangement of stationeries and equipment’s and provide other support required) upon receipt of the approved requisition format for workshop/training and process for payment

R2. Petty Cash and Advance Settlement

- Prepare vouchers in accordance with vendor invoices that are within the petty cash limit.

- Prepare a petty cash summary sheet for reimbursement as soon as possible, and after receiving permission, send it to finance for reimbursement.

- Make sure the supervisor counts petty cash frequently, and that internal audit counts it at least once a year during year-end.

R3. Domestic and International Travel Management

- Book and issue domestic and international air tickets upon receipt of the approved travel authorization form from concerned staff for timely booking, change of dates, postponing the dates and cancelling of tickets as required.

R4. Asset Management and Physical verification of non-expendable assets

- Follow the Global Property Management Handbook to the letter.

- Update and maintain an accurate master property list that includes the decal number, date of purchase, purchase amount, details of assets transferred location, custodian name, and similar information not later than three working days after the purchase of attractive and expensive consumables like cameras, phones, printers, etc.

- Complete asset handover to partners, including preparing the transfer of assets and the donation certificate.
Keep accurate records of all property transfers, disposals, and waybills.

- After assigning an asset ID number to non-expendable items, send the payment document to finance for its final payment.

- Send a detailed, updated list of all the project offices' non-expendable property items in May each year to aid in physical verification.

- Before leaving CARE Nepal, get the consumable and non-expendable items from a staff member.

- Make care to update non-expendable objects and vehicles in the master property list on time.

- As required by the donor organizations, provide periodic reports on all properties (non-expendable assets).

- Prepare a property register form to be used for property disposal as needed, and assist in the preparation of disposal plans to be submitted to appropriate donor agencies for clearance to dispose of or give over as necessary.

R5. Filing and Documentation

- Maintain proper files of administrative correspondence of GoN letters which may have relevance with the agreements and non- tourist visas

- Maintain proper files for Vendor Set up of Staff and Vendors

- Maintain lease agreements of CO and residence of CD.

R6. Other Administrative duties

- Follow the hired cleaner's development and offer guidance to improve their performance.

- Keep track of and announce personnel arrivals and departures.

- Contribute to CARE initiatives that weren't already listed and take the initiative to cross-train in other areas as a means of career promotion and personal growth.

R7. Upholding CARE’s Core values and ensuring its principles

- Comply and exercise organizational values and culture

- Help to promote rights and good governance

- Responsible for gender responsive behavior in all actions and decisions

AUTHORITY:

Spending authority: NA

Working conditions: Based in Kathmandu

PERSON SPECIFICATION REQUIREMENTS:

Qualifications and Experience

Intermediate degree in Management or a relevant degree with a minimum of 2 years of experience in a similar position. Excellent knowledge of front desk and secretarial management with a proven ability to handle national and international correspondence.

Knowledge Skills and Competencies

- Tactfulness and an excellent ability to deal with people to ensure that cordial relationships are maintained with team members, partners and visitors

- Good oral and written communication skills both in English and Nepali

- Good knowledge on MS Office, particularly in MS Word and Excel

- Excellent planning and organizing skills

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