Trainee- Administration

ActionAid Nepal
Location: Eastern Resource Centre (ERC) Biratnagar
Salary:As Per Organization's Rule
Posted Date: 2020-01-06 Deadline: 2020-01-06
  • Nos. of Opening : 1
  • Location : Eastern Resource Centre (ERC) Biratnagar
  • Working Position : Entry Level
  • Qualification Degree : Bachelor's Degree
  • Salary : As Per Organization's Rule
  • Category : Finance / Administration
  • Nature : Contract
Job Description

Job Title:

Trainee- Administration

Effective date

Six months starting from

January 2020, with one-month probation period


Programme Policy

Job Family:


Reports to:

Associate             Finance      and

Administration Officer- ERC




Eastern Resource Centre (ERC) Biratnagar

Direct Reports:


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.


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


  • Any other tasks as assigned by Line Manager

Typical People Management Responsibility

Approximate number of people managed in total


Matrix Manager (projects/dotted line)


Team Leader


Grandfather- manager of Team Leaders/Managers


What is the global remit? Operates in:

Own country


Geographic Region



Multiple Geographic Regions


Remit covers all ActionAid countries


Financial (limits/mandates)


Direct departmental budget:


Organization-wide expenditure


Key Relationships to reach solutions

Internal (to ActionAid or team)


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


This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from the Trainee. Other tasks may be assigned as necessary according to organizational needs.

It is part of the Trainee’s responsibility to contribute to AAIN's mission and comply to AAIN’s values, which are: Mutual respect, Equity and justice, Integrity, Solidarity with the people living in poverty and exclusion, Courage of conviction, Independence, Humility.

Apply Instructions

Application Procedure

Application form link- Job Application Form

Application Deadline: Friday, 10 January 2020

Applications without a CV and covering letter shall be disqualified.

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

Industry Type NGO / INGO / Social Work
Location Kathmandu
Organization Size 1-10
Active Jobs By ActionAid Nepal

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