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Admin & Front Desk Officer

Lalitpur     Full Time   Deadline : 2022-07-22 Closed
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  Plan International Nepal
  Job Action
Short Info
  • Career Level: Mid Level
  • No. of Vacancy: 1
  • Experience: 1-2 Years
  • Views: 729
  • Apply Before: 2022-07-22 (Closed)
  • Offered Salary: Negotiable
  • Gender: Both
  • Driving License: No
  • Education Preference: BBS/BBA
  Job Description:

ROLE PROFILE

  • Title: Admin & Front Desk Officer
  • Functional Area: Operations
  • Reports to: Logistics & Procurement Manager
  • Location: Country Office 
  • Travel required: Yes
  • Grade: C1
  • Type: Short-term agreement until May 2023 based in Country Office, Lalitpur

ABOUT PLAN INTERNATIONAL

Plan International is a development and humanitarian organization that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters, and partners in over 75 countries. Our programs are underpinned by a core of defined values, including transparency and accountability, team collaboration, inclusion and integration, as well as the overall ambition to empower girls and young women as a legacy. 

Plan International has been working in Nepal since 1978 and developed a strong reputation as a respected development and humanitarian actor helping marginalized children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International works in 24 districts in Nepal. 

Plan International Nepal has a vision for 2030 as “an inclusive, just and safe society where all girls and young women enjoy their rights and live in freedom”. This is coupled with the ambition of taking action so that 100 million girls learn, lead, decide and thrive as “Girls and young women in all of their diversity reach their full potential as equal and active citizens” by 2023. The country strategy is put into action through the implementation of three interrelated program areas defined as follows:

LEARN: the “Education and Skills and Opportunities for Youth Employment and Entrepreneurship (SOYEE)” program aims to assist vulnerable and excluded girls and young women in adapting and thriving in a changing climate;

LEAD AND DECIDE: the “Youth as Active Drivers of Change and Sexual and Reproductive Health Rights (SRHR)” program aims to empower girls and young women in leading change, having control over their bodies and making informed decisions; and

THRIVE: the “Early Childhood Development (ECD), Child Protection and Child Poverty” program enhances vulnerable and excluded children, especially girls, to be valued and cared for without discrimination, fear, and any forms of violence.

Plan International Nepal seeks candidates who practice feminist leadership, promote diversity, actively seek innovative solutions for problems, courageously and respectfully share their opinions and ideas, break down barriers and engender cross-department collaboration, practice active listening, maintain confidentiality, build trust, and are passionate about children’s rights and equality for girls.

ROLE PURPOSE 

The primary purpose of this role is to support for smooth functioning of the front desk and admin functions at the Country office. Reporting to the Logistics & Procurement Manager, S/he will be responsible for effective front desk, cash fund transactions, air ticketing, accommodation and evens support, maintenance & repair, and general administrative support at the country office. This role will support office operations for its effective and efficient program delivery.   

 

ROLE PROFILE

Title: Admin & Front Desk Officer

Functional Area: Operations

Reports to: Logistics & Procurement Manager

Location: Country Office 

Travel required: Yes

Grade: C1

Type: Short-term agreement until May 2023 based in Country Office, Lalitpur

Required Knowledge, Skills, and Abilities

DIMENSIONS OF THE ROLE

Budget held:   NA

Number of direct reports:  One

Key stakeholder groups: 

Internal

  • Country Office Staff 
  • Logistics & Procurement Manager
  • Operations Director
  • Field office Logistics Staff

External 

Vendor and service providers 
INGOs 

ACCOUNTABILITIES 

Front Desk (Reception) Administration  

  • Professionally handle all incoming and outgoing telephone calls ensuring clear and effective communication 
  • Receive visitors, screen their appointments and direct to the concerned staff as advised 
  • Receive mail and documents, forward (without opening the contents) to the concerned persons, and other organizations after proper written record 
  • Oversight and monitor the biometric system for daily staff attendance, forward monthly report for further analysis and records to the HR Department 

Administer sponsor gifts received from NOs

  • Organize to collect sponsorship gifts from custom office
  • Sort and list all gifts received from NOs and dispatch timely to field offices and maintain receipt copies.
  • Maintain and update a log book (Tracking System) of incoming and outgoing sponsor gifts with SC number, name and gift items with AWB# and the date of receiving at NCO

General Logistics/ Secretarial Functions.     

  • Inform vendors immediately after receiving cheques from finance and deliver to the vendors and ensure receipt/receiver signature. 
  • Administer the courier services and organize monthly payments for courier services.
  • Type in Nepal (letters) as requested.

Cash Fund Transactions

  • Manage cash fund transactions and accurately maintain records of expenditures and cash balances on a daily basis.
  • Process for cash fund replenishment once spending exceeds 50%
  • Ensure payment requests are approved by the concerned authority and have supporting documents before releasing payment out of the cash fund.
  • Ensure cash fund is kept safely and used for official transactions only.
  • Promptly issue ORF for a cash refund to Plan, made by staff or external parties, and hand over the cash to Finance for Bank deposit
     

Ticketing (domestic) 

  • Ensure require documents are received for the air-ticketing and then arrange air ticketing for an official  visitors/travellers  
  • Maintain roster for regular service providers travel agencies, airlines and transport/vehicle companies) 
  • Maintain tracker of procurement of air tickets 
  • Payments of procurement of goods and services must be forwarded to finance with correct documentation within two weeks after the goods/services satisfactory received and invoice received.

Accommodation & Event Support

  • Provide on-time Logistics Support for timely implementation & delivery of programme activities
  • Arrange an accommodation (hotel) booking for official visitors
  • Arrange venue/hall booking for an official events, workshops and meetings 
  • Update the roster for regular office suppliers and service providers
  • Maintain tracker of procurement of events, accommodation and other logistics support
  • Timely process for payment   

Maintenance & Repair

  • Organize regular servicing/repairs of office building including water supplies, sewerage, electricity supplies and check quality of services of the maintenance work of Country Office. 
  • Timely organize & provide maintenance and repair services for an international staff residence.
  • Timely process for payment  

Supervise Office Assistant and Outsource Cleaning Services

  • Supervise and manage Office Assistant who reports to this position.
  • Provide feedback and guide them for better performance and coaching including Plan Values.
  • Supervise performance of outsource cleaning services.  
     

Utility and general administration

  • Ensure regular payment of utility bills, i.e. Electricity, Water, gas, telephone and gasoline etc.
  • Prepare monthly report on use of utilities, telephone and submit to the Logistics & Procurement Manager for further action
  • Responsible for fortnightly fund request manage and ensure utilization of fund requests. 
  • Maintain procurement tracker and update the progress on weekly basis. 
  • Maintain Purchase Ledger for all payment process 

Ensure Plan International’s CPP and GEI policies

  • Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

 

 

 

 

Education + Experience
  • Bachelor’s Degree in relevant education with 1-2 years of experience
  • Basic knowledge of tax laws & bylaws, procurement process and inventory management
  • Managing  and coaching people
  • Communicating both one-to-one and in groups in writing, verbally, presentations and reports, in English, Nepali 
  • Negotiation Skill
  • Ability to work under tight deadline
  Apply Instruction:

 

Apply Link: https://bit.ly/3OUfK4L

 

Due to the urgent priority to fill in the positions, recruitment can be held on a rolling basis and Plan International reserves the right to select a candidate prior to the deadline.

Note: Plan International Nepal invites applications from all candidates with priority from females, minority, and youth groups.

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