Admin and Logistic Assistant

Position: Admin and Logistic Assistant
Organization : SOS Bahini Eco-Village
Location : Pokhara-7, Kaski, Nepal
Position Type : Full-Time
Reports To : Admin and Finance Manager

Position Overview

The Admin and Logistic Assistant will be responsible for managing day-to-day administrative tasks, procurement, inventory control, facility maintenance, and logistical arrangements to ensure smooth implementation of project activities across the SOS Bahini Eco-Village program. The ideal candidate will provide efficient operational support to the program and finance teams while upholding the organization’s safeguarding principles. The Admin/Logistics Assistant is expected to maintain confidentiality, integrity, and professionalism in handling organizational information, records, and operational matters.

Key Responsibilities

1) Logistical Management & Supply Chain

• Procurement: Handle local procurement of office supplies, kitchen provisions, agricultural inputs, and training materials following organizational financial policies.
• Vendor Management: Maintain an updated roster of verified local vendors and service providers in Pokhara.
• Inventory Control: Monitor and update stock registers for all incoming goods, emergency backup kits, and administrative assets.
• Distribution: Coordinate the timely distribution of educational supplies and household necessities to the Family Houses (IFAP), (CRH/HUB) and food & education support in community including Medical Health department.

2. Facility & Asset Maintenance

• Maintenance Coordination: Work closely with the Driver/Maintainer and thematic program officials to ensure timely repair of eco-village infrastructure, plumbing, electrical installations, and office vehicles.
• Safety Audits: Periodically inspect security systems, fire safety equipment, and structural safety to assist in maintaining the organization’s priorities and regulations along with aligning Disaster Preparedness and Response Plan (DPRP).
• Asset Tracking: Maintain a clear and updated asset register with proper coding for all physical property owned by the organization.

3. Administrative & Office Support

• Documentation: Manage inward/outward correspondence, maintain a systematic physical and digital filing system, and archive administrative records.
• Meeting & Event Coordination: Assist in organizing workshops, training sessions at the Bahini Training Canter (BTC), and staff meetings (including logistics, venue setup, and refreshments).
• Visitor Relations: Support the reception desk, manage guest relations, and coordinate logistics for institutional visitors or monitors.
• Handle telephone and intercom communications, receive and direct calls, take messages, and assist callers and visitors as required.
• Petty Cash Management: Maintain organizational petty cash management following organizational financial procedure and ensure every purchase bill and supporting document are receiving with higher level of transparency.

Candidate Specification

Educational Background

• Bachelor’s Degree in Business Administration (BBA), Business Studies (BBS) or a closely related field.

Note: Candidates with a relevant Diploma and exceptional field experience in the NGO sector will also be considered.

Professional Experience

• Minimum of 2 years of proven experience in administrative operations, logistics management, or procurement roles, preferably within a non-governmental organization (NGO).

Skills and Proficiency

• Language Skills: Excellent written and verbal communication skills in both Nepali and English (essential for handling official correspondence and reporting).
• IT Proficiency: Strong command over Microsoft Office Suite (Word, Excel, PowerPoint) and basic internet/email communications.
• Knowledge of spreadsheets for inventory tracking is highly valued.
• Interpersonal Skills: Ability to collaborate effectively within a multi-disciplinary team, handle crisis situations patiently, and communicate respectfully with project beneficiaries.
• Driving Licence: Possession of a valid two-wheeler driving license will be preferable for local logistics movement.
  Preference will be given to the local residing candidate of Pokhara.

Ethical Commitments & Safeguarding

SOS Bahini Kaski Nepal maintains a zero-tolerance policy towards any form of child abuse, exploitation, or discrimination. The selected candidate will be required to strictly adhere to and sign the organization’s Child Protection & Safeguarding Policy before onboarding.

Application procedure

Eligible candidates may apply by submitting a cover letter, updated CV, copies of academic certificates, citizenship certificate, driving license, and other relevant experience and supporting documents to SOS Bahini Kaski Nepal, Masbar. Applications should be submitted in a sealed envelope to the designated security personnel at the organization’s gate on or before the specified deadline.

The last date of Apply: 15 days from the date of first publication.

Tagged as: Pokhara