Administrative Intern

Job Description

Job Description:

Administration

• Office management

1. Front desk and telephone management of Nepal Office during office hours.
2. First point of contact for the visitors and incoming guests.
3. Checking and maintaining vehicle and moveable assets log book.
4. Coordination with IT personnel for office requirements and maintaining the log  book.
5. Maintenance of Nepal office of AWO International (including replacement of broken bulbs, IT equipment, furniture, etc. arrangement of improvements, needs based coordination with electricians, plumbers and other craftsman.)
6. Preparing monthly Staff Movement Chart (SMC).
7. Sharing agendas for team meeting and writing minutes as per necessity.
8. Administration of attendance and leave records for all national staff and support staff in coordination with the Head Representative.
9. Management of all postal services and coordination of direct delivery of documents.
10. Timely filing of hard copies of all relevant documents (official documents, agreements, contracts, relevant communications, etc.) and forwarding of bills, quotations financial statements etc. to the Finance Coordinator such as proper filing of soft copies (for example scanned quotations) on the server of Nepal office.
11. Other support services for Nepal office, projects and meetings / workshops on request of the Finance Coordinator, Program Coordinators and the Head Representative (for example- looking for venue, comparing facilities and prices and other arrangements)
12. Timely up-date of the office’s contact roosters and mailing lists.
13. Filing and documentation

• Supervision of support staff

1. Coordination of effective guard services, and preparing duty roster for guards. 2) Ensuring cleanliness of office, compound, garden and timely cleaning of solar panels in coordination with support staffs and driver. 3) Coordination of the office vehicle and of all assignments of the driver.

• Preparation of travel

1. Travel arrangements (Flight bookings and hotel bookings,) for all office staff, evaluation teams and in context of trainings, workshops and capacity development in the region.
2. Contracting travel insurances right in advance of international travels for staff and procurement of needed insurances for office and vehicles.

Finances

• Petty cash management

1. Timely payment of telephone, electricity, water and internet bills.
2. Ensuring that procurement and billing matches AWO’s requirement (PAN Bills, quote comparisons etc.).

• Tax

1. Timely payment of taxes.
2. E-Tds in consultation to Finance coordinator.

• Procurement/ logistic process

1. Collecting quotations and keeping track of new vendors.
2. Management of stock for office materials and stationaries.
3. Procurement of needed equipment’s (laptop, camera, printer, scanner etc.) in line with the latest guidelines of AWO International in close cooperation with the Finance Coordinator and Head Representative.
4. Preparation and distribution of invitations, catering, workshop materials and logistics for meetings/events of Nepal Office and for workshops with regionalpartners in consultation with the driver and support staffs and in close coordination with the responsible Program Coordinator(s) and Head Representative.

Apply Instructions

Interested candidates should send their CV and motivation/cover letter to: mail@awo-southasia.org by no later than 15th April 2017, 5.00 pm Nepal time.

“AWO International is an equal opportunity employer”

This Job is expired. The Company is no longer accepting applications for this position.