Admin Coordinator

Position: Admin Coordinator
Department: Administration
Reporting Line: Finance Director
Location: Kathmandu Based
Level: Co-coordinator
Required Number: 01

1. Organization Overview:

Women’s Rehabilitation Centre (WOREC) Founded in 1991, Women’s Rehabilitation Centre (WOREC) is a national level leading NGO working in Nepal from local to global level with feminist values to support and bridge collective actions for women rights and feminist movement. Together with collaborators from a diverse range of feminist human rights movements and networks, WOREC works to advance the rights of women in diversity. WOREC advocates for affirmative structural and social changes influencing national and international actors. WOREC works for the protection and promotion of women’s human rights and social justice with the campaigns against violence against women, and women’s economic, social and cultural rights.

WOREC is active nation-wide by its presence with central office in Lalitpur, provincial and district offices in 6 provinces. WOREC is currently looking for a dynamic and competent candidate to fulfill the position of Admin Coordinator at Central Office based in Balkumari, Lalitpur. The position reports to the Admin & Finance Director and is responsible for overall execution ensuring organizational vision, mission, goals and objectives.

2. Position Summary:

The Admin Coordinator will be responsible for coordinating and supporting the overall administrative and operational functions of WOREC to ensure smooth, efficient, and timely day-to-day operations. The position will coordinate office administration, logistics, procurement support, asset and inventory management, facilities, travel arrangements, documentation, and administrative support to programs and projects.

The position will work closely with management, program and finance teams, provincial and district offices, staff, suppliers, service providers, and other relevant stakeholders to ensure effective administrative coordination and compliance with WOREC’s policies, procedures, and organizational standards.

3. Preferred Discipline / Areas/Specialization:

To strengthen WOREC’s administrative and operational systems through effective coordination, planning, logistics management, procurement support, asset and inventory management, office facilities, documentation, and timely administrative services, ensuring efficient, accountable, and well-coordinated organizational operations.

4. Main Roles & Responsibilities:

R.1. Administration and Office Operations:

• Coordinate day-to-day administrative operations of the central office to ensure smooth and efficient functioning.
• Plan, organize, and coordinate routine administrative activities and services.
• Ensure the availability and proper management of office supplies, equipment, furniture, utilities, and other administrative requirements.
• Coordinate office maintenance, repair, cleaning, security, communication, and other facility-related services.
• Identify administrative needs and provide timely recommendations to the supervisor.
• Ensure administrative services are provided to staff and programs in a timely and effective manner.
• Maintain proper administrative records, files, correspondence, and documents.

R.2. Administrative Planning and Coordination:

• Prepare and coordinate administrative plans, schedules, and requirements in consultation with relevant departments.
• Coordinate administrative requirements for meetings, trainings, workshops, field activities, and organizational events.
• Coordinate with provincial and district offices on administrative and operational requirements.
• Facilitate communication between the central office and field offices on administrative matters.
• Monitor the timely completion of administrative tasks and follow up on pending issues.
• Support management in identifying and addressing administrative and operational challenges.

R.3. Procurement and Supplier Coordination:

• Coordinate routine procurement and administrative purchasing in accordance with WOREC’s policies and procedures.
• Collect quotations, prepare comparative statements, and maintain procurement-related documentation as required.
• Coordinate with suppliers, vendors, service providers, and contractors for timely delivery of goods and services.
• Maintain an updated list of suppliers and service providers and support periodic review of their services.
• Ensure that procured goods and services meet the required specifications, quality, quantity, and timelines.
• Coordinate with the Finance Department on procurement documentation, payments, and related administrative requirements.
• Support transparent, accountable, and cost-effective procurement practices.

R.4. Asset, Inventory and Store Management:

• Maintain and regularly update records of organizational assets, equipment, furniture, and inventory.
• Coordinate the distribution, transfer, maintenance, repair, and proper use of organizational assets and equipment.
• Conduct or coordinate periodic physical verification of assets and inventory.
• Ensure proper documentation of asset handover, transfer, return, and disposal as per organizational procedures.
• Monitor office and program-related stock and ensure timely replenishment of essential supplies.
• Maintain proper records of stationery, office supplies, equipment, and other inventory items.
• Report damaged, lost, obsolete, or unusable assets and supplies to the supervisor for appropriate action.

R.5. Logistics and Travel Coordination:

• Coordinate logistics arrangements for staff travel, field visits, meetings, trainings, workshops, and other program activities.
• Arrange transportation, accommodation, venues, meals, materials, and other logistical requirements as approved.
• Coordinate travel schedules and related administrative arrangements with staff and field teams.
• Ensure timely preparation and availability of logistical materials and resources for program activities.
• Maintain proper records and supporting documents related to travel and logistical arrangements.
• Coordinate with transport, hotel, venue, and other service providers to ensure quality and cost-effective services.

R.6. Facilities, Safety and Security Management:

• Coordinate the regular maintenance and upkeep of office buildings, facilities, equipment, and utilities.
• Monitor basic office safety, security, cleanliness, and emergency preparedness.
• Coordinate with relevant service providers for repair, maintenance, electricity, internet, water, communication, and other essential services.
• Ensure that office facilities are safe, accessible, and suitable for staff and visitors.
• Support the implementation of appropriate measures for staff safety and security in coordination with management.
• Report facility, safety, security, or operational concerns to the supervisor and follow up on necessary actions.

R.7. Administrative Documentation and Record Management:

• Maintain systematic and up-to-date administrative records and documentation.
• Manage administrative correspondence, agreements, service contracts, quotations, purchase documents, and other relevant records.
• Ensure proper filing and safe storage of administrative documents in accordance with organizational procedures.
• Maintain records of office assets, inventory, suppliers, service providers, maintenance, and administrative transactions.
• Support the preparation of administrative reports, summaries, and updates for management as required.
• Ensure confidentiality and proper handling of administrative and organizational information.

R.8. Coordination with Departments and Field Offices:

• Coordinate with Program, Finance, HR, MEAL, Documentation, and other relevant departments on administrative requirements.
• Provide timely administrative and logistical support to program and project teams.
• Coordinate with provincial and district offices to understand and address their administrative and operational requirements.
• Support field offices in maintaining proper administrative systems and documentation.
• Facilitate timely communication and follow-up between central and field offices on administrative matters.
• Provide regular updates to the supervisor on administrative issues, requirements, and progress.

R.9. Staff Support and Administrative Services:

• Provide administrative orientation and guidance to staff on relevant office procedures and administrative requirements.
• Support staff with travel, logistics, office facilities, equipment, and other administrative services.
• Coordinate administrative arrangements for staff meetings, orientations, trainings, workshops, and organizational programs.
• Support effective use and maintenance of office resources by staff.
• Respond to staff administrative requests and coordinate timely solutions within organizational procedures.
• Promote a service-oriented, respectful, inclusive, and accountable approach to administrative support.

R.10. Compliance, Efficiency and Organizational Support:

• Ensure that administrative activities are carried out in compliance with WOREC’s policies, procedures, and organizational standards.
• Review administrative processes and identify areas for improvement, efficiency, and cost effectiveness.
• Support the development and improvement of administrative systems, tools, formats, and procedures.
• Maintain proper checks and documentation to strengthen transparency and accountability in administrative operations.
• Support internal reviews, audits, assessments, and other organizational processes by providing required administrative documents and information.
• Contribute to organizational initiatives, campaigns, meetings, workshops, and other activities as required.
• Provide administrative coordination and operational support for organizational priorities and emerging needs.

4. Required Qualifications and Experience:

Bachelor’s degree or equivalent in Business Administration, Management, Public Administration, Social Sciences, or a related field, with at least 5 (Five) years of relevant professional experience in administration, office management, logistics, procurement, operations, or related areas.

The candidate should have good knowledge and practical experience in administrative systems, procurement processes, logistics, inventory and asset management, office operations, documentation, and coordination. Experience working in the NGO/development sector and with field or decentralized offices will be an advantage. Good communication, coordination, organizational, problem-solving, and documentation skills are required.

5. Core Competencies:

• Strong administrative and coordination skills.
• Good knowledge of office operations, logistics, procurement, and asset management.
• Strong planning, organizational, documentation, and follow-up skills.
• Ability to coordinate effectively with different departments, field offices, suppliers, and service providers.
• Good communication, interpersonal, and problem-solving skills.
• Ability to manage multiple administrative tasks and meet deadlines.
• Understanding of accountability, transparency, confidentiality, and organizational procedures.
• Ability to work independently and as part of a team.
• Strong organizational skills, bilingual proficiency, and willingness to travel.

6. General Responsibilities:

• Perform other duties and responsibilities related to the position as assigned by the supervisor/management.
• Maintain confidentiality and integrity of organizational and program information.
• Comply with WOREC’s policies, procedures, safeguarding standards and organizational values.
• Demonstrate professional conduct, accountability and respect in all interactions.
• Contribute to a safe, inclusive, respectful and learning-oriented organizational environment.

Application Deadline: 24 October 2026

Apply at: vacancy@worecnepal.org

WOREC strongly encourages applications from women, Dalit, Janajati, sexual minorities, and individuals from diverse and marginalized communities.

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