Trainee- Administration

Job Title:

Trainee- Administration

Effective date

Six months starting from

January 2020, with one-month probation period

Department:

Programme Policy

Job Family:

Administrations

Reports to:

Associate             Finance      and

Administration Officer- ERC

Grade:

Trainee

Location:

Eastern Resource Centre (ERC) Biratnagar

Direct Reports:

None

Job Role

Role Overview:

The trainee is expected to learn on-the-job and develop a clear understanding of the administration function in a development organisation.

The role of the trainee shall be to provide support in handling the front desk of ERC and to provide logistic support under the guidance of Associate Finance and Administration Officer.

Accountabilities

Key Accountabilities / Responsibilities

Key Activities

Learning and Development

• Develop communication skills by handling all incoming and outgoing telephone calls and courteously handling all visitors to ERC
• Learn about how office vehicles are staff movements are managed by assisting the Associate Finance and Administration Office in vehicle Management
• Understand how logistics management works by assisting in venue booking and logistics arrangements for events and meetings

Front Desk Handling

• Handle all incoming and outgoing telephone calls professionally and if required transfer to concerned person
• Provide support to register Personal and official calls on both National and International calls with full details; and prepare a statement once the monthly bill is received so that Finance can debit the amount to the concerned person
• Courteously handle all visitors to the RC and ensure that they are handled politely, inquired and then directed towards concerned staff
• Ensure telephone systems are in good working conditions and if not, make sure an immediate maintenance is called upon
• Take down messages and relay them to concerned staff on time when they are out of office

•    Ensure that the front desk is not idle and transfer calls to gate during lunch hour

Vehicle Management

• Communicate all vehicular travel requests to Associate Finance and Administration Officer
• Liaise with vehicle agencies for hiring of vehicles as and when required under the guidance of Associate Finance and

Administration Officer

• Arrange for the pickup and drop off for staff on their travel dates

Logistics Management

• Support to book venues for official events as per the requirements and guidelines
• Support all staff of RC for ticketing for national travels
• Support to arrange logistics support in events,
• Support to liaise with various agencies in relation with national travels, reservations of hotel and workshop venue
• Support in the preparation of comparative chart for

accommodations, training centres etc. at the beginning of each year

• Keep a record of all ticketing and provide a quarterly submission of the record.
• Coordinate in making logistic arrangements for all visitors

Store and Office management

• Support to collect quotations for all procurement requests for RC and ensure that they are authorized by RCC
• Support to maintain records for all store items related to stationaries and equipment and ensure that they are stocked as per requirement
• Regularly update all staff movement on the staff notice board
• Support the Finance and Administration Officer to verify time sheets for all staff
• Support in Library Management of RC

Others

• Any other tasks as assigned by Line Manager

Typical People Management Responsibility

Approximate number of people managed in total

0

Matrix Manager – (projects/dotted line)

No

Team Leader

No

Grandfather- manager of Team Leaders/Managers

No

What is the global remit? Operates in:

Own country

Yes

Geographic Region

No

Multiple Geographic Regions

No

Remit covers all ActionAid countries

No

Financial (limits/mandates)

Limits

Direct departmental budget:

No

Organization-wide expenditure

No

Key Relationships to reach solutions

Internal (to ActionAid or team)

External

Within RC, Finance and Administration department- CO

Hotels, Travel Agents, Vehicle agencies and other related logistics vendors

Person Specification

Education & Certifications

• At least Intermediate level and pursing a Bachelor’s degree in Management is preferred

Essential Experience

• Freshers may apply but it’s desirable that the Trainee has 1-2- years of practical work experience

Language proficiency

• Proficiency in written and spoken English
• Fluency in written and spoken Nepali

Essential Skills

• Planning and Organizing
• Intermediate level skills on Microsoft Office package, mainly MS-Word, MS-Excel, and MS-PowerPoint

Personality trait

• Organized
• Persistent
• Collaborative