Administrative Manager

Administrative Manager

Location: Kathmandu

The Administrative Manager will be responsible for office operations, management, and administration of procurement, services, travel, logistic, asset and vehicle management. S/he works closely with all FHI 360 Nepal Office departments and units to ensure timely, appropriate and efficient office administrative, operations and within FHI 360 Nepal Office policy and procedural guidelines.

Key Responsibilities

• Ensure the FHI 360 Nepal Office procurement process strictly adheres to FHI 360 Nepal Office policy including review of all procurement requests for completeness of necessary information, considering the best value for money, soliciting and reviewing quotations on procurement items coordinating with FHI 360 Asia Pacific Regional Office (APRO)/Headquarters (HQ) for required approvals, preparing purchase orders and obtaining necessary signatures/approvals.
• Identify key areas of improvement on the administrative processes and devise ways to streamline processes thereby contributing to operation efficiency, support procurement team in procurement challenge as necessary.
• Manage FHI 360 Nepal Office’s asset/inventory management, insurance, asset/ inventory report requirements of as per donor requirement.
• Responsible to organize and supervise disposal of commodities in adherence to donor requirements and organization policies.
• Monitor and maintain Nepal Office’s operations records, review and analyze monthly consumption reports.
• Ensure smooth front desk operation, and oversee all facilities and maintenance activities
• Oversee and manage travel arrangements for official domestic and international travel for staff and consultants including visa and hotel reservations.
• Manage all service agreements and outsourcing contracts related to guards and support staff, ensuring timely contract renewals.
• Ensure timely submission of tax obligations including preparation of VAT bills for reimbursement to USAID and Inland Revenue Department. Oversee the VAT reconciliation of local Implementing Partners and Country Office is done as per the VAT standard operating procedures (SOP).
• Perform other FHI 360 related duties as assigned by the Finance and Administration Director and the Country Director.

Requirements

• Master’s degree in humanities, business management or related social science or behavioral sciences and at least five years related experience in administrative and office procedures or a bachelor’s degree in humanities, business management or related social science or behavioral sciences with seven years’ experience in administrative and office procedures.
• Knowledge and experience with office management systems.
• Excellent interpersonal, organizational skills and attention to detail.
• Proactive in managing multiple tasks, managing and working in the virtual work environment, and flexible and open to managing time for working with different teams in different time zones as needed.
• Excellent interpersonal, organizational, communication, coordination and collaboration, team building and management, and problem-solving skills.
• Excellent oral and written English and Nepali including documentation skills.

The final deadline for application is 5:00 p.m. December 19, 2024.

We request applications from qualified Nepali citizens for this position.

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.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

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.

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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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