Administration officer
30458BR
International Development
Kathmandu
Job Profile
Mott MacDonald is committed to improving people’s lives through creating and delivering tailored development solutions.
We work in developing countries to alleviate poverty, establish good governance, and increase access, capacity and resilience in healthcare, education, water, sanitation, transportation, infrastructure and renewable energy – while safeguarding the environment and promoting human rights and gender equity.
What makes us different is that we approach problems from a fresh perspective. As an employee-owned company, we have the freedom and independence of mind to find new ways to enhance human well-being and foster social and economic development through connected thinking.
We are an equal opportunity employer and value diversity at our company. We do not discriminate, and take positive steps to create an inclusive culture.
Job Description
Office Management
Carry out routine tasks to ensure that the office is a safe working environment
Complete weekly stock reports on office supplies
Carry out general office duties as requested by the Operations Manager
Procurement
Provide support to the procurement activities.
Liaise with finance team on payments to vendors/suppliers
Monitor and keep accurate records of the Project Asset & Inventory Registers.
Support the delivery arrangements of all goods including printed materials.
Establish a good working relationship with suppliers, including the establishment of maintenance agreements for items such as generators, ICT equipment etc.
Manage and maintain the Approved Supplier list.
Events
Supporting the Technical Team in the organisation of workshops, meetings and other events.
Administer finances at workshops and other events, in accordance with Mott MacDonald Finance procedures, when required.
Liaising with hotels, accommodation and other logistics providers.
Transport and Mobilisation of Staff
Support in the effective mobilisation of international staff and sub-consultants coming from overseas
Communications with international team members for support with visa applications, flight bookings, and security briefings;
Management and timely communication of local arrangements such as airport transfers and hotel bookings;
Supporting the development and regular update of welcome packs and induction information;
Support in provision of local transportation and compliance with transport protocols
Administration
Supporting sub-consultants with their administration and other arrangements
Managing the mobile communications (office phones, phone credit, internet, etc)
Manage office arrangements as required for delivery of the programme.
Maintain operations records in accordance with Mott MacDonald processes and procedures
Supporting in the ethics, transparency and accountability principles of the Programme and of Mott MacDonald;
Be proactive and responsive to performing any other duties and responsibilities as assigned by the Operations Manager or Senior Management Team.
Candidate Specification
Required competencies and experience
Qualifications and proven experience in an administrative or operations role;
Experience handling logistical challenges in Nepal and in negotiating to ensure efficient use of resources;
Experience of organising events – managing bookings, invitations, advertising, printing, and on-the-day requirements;
Excellent written and spoken communication skills in English and Nepalese; ability to liaise with UK-based staff by email and telephone.
Willingness to be pro-active, responsive and flexible to the changing requirements of the project;
Excellent IT skills and confidence in Outlook, MS Word, Excel and PowerPoint;
Ability to work quickly and effectively under pressure;
A team player with experience of working within team hierarchies and towards the common vision of a programme;
Other desirable competencies and experience
Experience of working on donor-funded programmes in multi-national teams;
Ability to draft letters in English and Nepalese;Ability to draft processes and procedures in Nepalese and English.
or send your application via mail at janet.thatcher@mottmac.com
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