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Administrative Associate

Kathmandu     Full Time   Deadline : 2024-03-24 Closed
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  Mercy Corps
  Job Action
Short Info
  • Career Level:
  • No. of Vacancy: 1
  • Experience: - Years
  • Views: 209
  • Apply Before: 2024-03-24 (Closed)
  • Offered Salary: Negotiable
  • Gender: Both
  • Driving License: Yes
  • Education Preference:
  Job Description:
  • Coordinate incoming & outgoing mail and deliveries including sending & receiving mail and faxes. Collect the mails from the General Post Office, checking for dispatch & receiving monthly mail/package to Portland HQ and other MC Nepal Field Offices in coordination.
  • Establish and maintain appropriate filing systems for office correspondence.  Oversee record and paper file management for administration.
  • Organize all country travel arrangements, including bookings, accommodation and ticketing for Mercy Corps staff and guests, and other logistics responsibilities as required.
  • Assist Finance and Operation Departments in processing payments for vendors. Managing the processing of bills and documents and helping clients or customers if they have any questions.
  • Payment for house lease, electricity, water supply, telephone, office supplies, outsourcing office cleaner, fuel, air ticketing and security.  
  • Manage the petty cash on monthly basis and keep proper documentation and record and make settlements on time. 
  • Coordinate with Kathmandu staff for monthly supply of office stationery and office supplies.
  • General office maintenance including safety & security (in consultation with Head of Operations). 
  • Support for managing Mercy Corps indoor and outdoor events and meetings.
  • Coordinate with Regional Field Office at Dhangadhi and other offices for mail deliveries, assist accommodations reservations, vehicle booking and flight reservations bookings.
  • Ensure full compliance with all relevant Mercy Corps and donor guidelines; keep up to date with changing policies and guidelines.
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not to jeopardize its humanitarian mission in Nepal.
  • Mercy Corps as a humanitarian agency is expected to response as and when crisis and humanitarian situation engulfs. As MC employees all staff are expected to be part of humanitarian and emergency response in addition to their regular roles and responsibilities in such situations.
  • Adhere to all Mercy Corps administrative, safety and security procedures and policies.
  • Ensure proper integration of GESI aspects into department implementation as relevant.
  • Other duties as assigned by the Supervisor.
Education + Experience
  • At least Bachelor ’s degree and minimum 2 years’ working experience with office administration or facilities management with I/NGO. 
  • Must have knowledge and experience in FP3 for ProSource, (Procurement Requisition and Vendor Data Administrative.
  • Must have knowledge in managing and handling front desk.  
  • Must have knowledge of digital tools, technologies, and software for documentation. 
  • Ability to work effectively with an ethnically diverse team in a sensitive environment. 
  • A clear understanding of procurement ethics and donor compliance is essential. 
  • Organizational skills and demonstrated ability to multi-task and process information into action so as to not delay program activities. 
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members. 
  • Excellent oral and written English skills and ability to interact effectively with international and national personnel. 
  • Excellent analytical and self-motivation skills; excellent advocacy and persuasion skills; able to think critically. 
Benefits

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