General Services Assistant

The Asia Foundation
Location: Kathmandu
Salary:As Per Organization's Rule
Posted Date: 2019-02-09 Deadline: 2019-02-17
  • Location : Kathmandu
  • Qualification Degree : Bachelor’s degree or equivalent required.
  • Salary : As Per Organization's Rule
  • Category : Finance / Administration
  • Nature : Full Time
Job Description

THE ASIA FOUNDATION NEPAL

JOB DESCRIPTION

TITLE: General Services Assistant

UNIT: Nepal office

REPORTS TO: Administration Manager

SUPERVISES: N/A

1. SUMMARY OF RESPONSIBILITIES

Under the supervision of the Administration Manager, the General Services Assistant is responsible for general office administration/operations and IT support.

2. RELATIONSHIPS

Internal

  • Frequent contact with the Administrative Officer and Administration Manager, IT Solutions & Support Engineer, and all other Foundation staff on administrative matters.

External

  • Contact with vendors and service providers to the Foundation; ministries on visa, custom clearance and program logistics; contact with grantees.

3. REQUIREMENTS

Education

  • Bachelor’s degree or equivalent required.

Experience

  • At least two years of experience in office administration and general services (preferably with an international organization).

Other

  • Willingness, enthusiasm and flexibility to provide services.
  • Ability to work under pressure.
  • Proficiency in MS Word, MS Excel and MS Outlook a must.
  • Good communication skills in English and Nepali.
  • Good interpersonal skills.
  • IT knowledge on data processing, computer operations training or experience in a multi-operations system is required.
  • Ability to work effectively in a multicultural environment.

4. JOB DUTIES AND RESPONSIBILITIES

Administration Functions

  • Ensure TAF vehicles are well maintained and serviced periodically. Maintain record of all TAF vehicles, timely renewal of blue books of all vehicles and office motorbikes
  • Review vehicle log books and verify them periodically
  • Ensure sufficient fuel stock for vehicles and generators especially during times of fuel shortages
  • Assist in renting of vehicles for TAF staff and guests as and when required.
  • Assist in preparing drivers and support staff’s times sheets and overtime report
  • Assist in preparation of duty roster for guards and drivers
  • Keep inventory of drivers’ and guards’ uniforms
  • Assist in the upkeep of office repairs and maintenance
  • Monitor all service providers such as office cleaners, electricians, and plumbers.
  • Ensure cleanliness of office and its compound at all times
  • Assist in maintaining and updating inventory (office, warehouse, residence(s), grantees).
  • Conduct physical verification periodically.
  • Assist in arranging shipment and clearance of expatriate personal effects, the Foundation and grantee’s equipment, and book container for Books for Asia program
  • Assist in obtaining visas for expatriates, consultants, grantees and local staff for official travel.
  • Assist in office procurements. Ensure full understanding of the Foundation’s procurement policy.
  • Prepare payment vouchers. Ensure full supporting documentations along with the payment vouchers.
  • Handle petty cash and maintain relevant records.
  • Any other tasks assigned by Administration Manager and senior management

IT functions

  • Assume responsibility for maintenance & repair of office computers, copy machines, scanners, and multi-media projectors
  • Installing and configuring computer hardware, software, systems, networks, printers and scanners.
  • Monitoring and maintaining computer systems and networks.
  • Provide basic troubleshooting. Responding in a timely manner to service issues and requests.
  • Provide IT support for TAF meetings and workshops
  • Report IT issues to GIS Support Engineer where necessary
  • Maintain the inventory for equipment and users
  • Assist in purchase requisition for all IT hardware and software

Apply Instructions

Applicants are requested to email their CV along with a cover letter describing suitability for the position by 17 February 2019 to country.nepal.job@asiafoundation.org referencing "General Services Assistant" in the subject line.

Only short-listed candidates will be contacted. Telephone calls will not be entertained.

Organization Summary

The Asia Foundation is a nonprofit international development organization committed to improving lives across a dynamic and developing Asia. Working through our offices in 18 countries and informed by deep local expertise and six decades of experience, we address the critical issues affecting Asia in the 21st century by: strengthening governance, expanding economic opportunity, increasing environmental resilience, empowering women, and promoting international cooperation.

Industry Type NGO / INGO / Social Work
Location Kathmandu
Organization Size 1-10
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