Description

Job Title:                              Administration Assistant 
Position Number:                 TBD

New or Refill:                          New

Salary Grade:                           2

Division/Dept.:                        Programs/Asia

Dept. #/Subproject WO:         NP3175HINP00

Location:                              Kathmandu Nepal          

Relocation Funds:                Non-Negotiable

Travel Required:                  If necessary 

 
Heifer International is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with some form of specially-abled.

FUNCTION:
The Administration Assistant will work in collaboration with teams under Finance and Administration department to effectively implement the operational plans and achieving shared targets for procurement, compliance, and accounting functions, and front desk service ensuring adherence to Heifer Project International policies, procedures, and donor requirements

RESPONSIBILITIES AND DELIVERABLES: (including approximate percentage effort)
Provide assistance and support in the management of procurement (55%)
•    Assist in the preparation of annual vendor rosters. 
•    Assist in setting up new vendors and update the vendor master file in Agresso.
•    Support in collecting quotations, bids and proposals and presenting them to the selection committee for further evaluation.
•    Assist in organizing and conducting selection committee meetings with vendors.
•    Support to complete the procurement management process (procure 2 pay cycle) for goods and services procurement.
•    Follow up with vendors for timely delivery of goods and services and ensure invoices are submitted in a timely manner.
•    Update the procurement tracker, Independent Contractor Agreements (ICAs) tracker, and share with the team.
•     Archive of signed ICAs, lease agreement and   purchase orders.
•    Maintain complete and well-organized procurement files for audit and compliance purposes.
•    Support to maintain the accuracy of documentation in the Agresso full procurement module for all purchase requisitions generated for projects and the National Program.
•    Maintain confidentiality of all specifications and price quotations made by vendors/service providers. Immediately report suspected conflicts of interest, fraud, collusion or other procurement irregularities through appropriate channels.
•    Maintain proper working relationships with vendors.

Provide Support in Accounting Function (25%)
•    Verification of bills and coordination with the responsible team for required supporting documents.
•    Ensure that payments to vendors are timely made and vendor database is updated.
•    Ensure accuracy of arithmetic calculation on vendors  bills and staff advance settlement .
•    Ensure timely data entry into Agresso and compliance with tax requirements.
•    Ensure an effective filing system in the office. Additionally, scan and upload the  supporting documents into Agresso.

Front Desk Handling (15%):
•    Handle incoming calls and maintain the intercom system.
•    Receive visitors and direct them appropriately.
•    Ensure courier collection and dispatch (Documents, Letter, Air Courier).
•    Ensure Good Receive Note and condition of procured goods
•    Receive and record all incoming invoices and process them for next steps.

Government Liaison  Support (5%)
•    Assist in maintaining a calendar for all compliance matters relating to the Social Welfare Council (SWC), District Administration Office, and Metropolitan Office. This includes annual renewals and periodic reporting.
•    Support coordinating with other departments for submission of project trimester reports at SWC.

May perform other job-related duties as assigned. (5%)

 
QUALIFICATIONS AND SKILLS:

High School Education in accounting, finance, business administration or related fields is required plus 5 years of work experience, OR
Bachelor’s degree in accounting, finance, business administration or related fields is required, plus 1 year of experience
Good understanding of accounting principles and procurement process
Clear and effective communication skills
Teamwork and collaboration
Attention to detail
Information technology proficiency in accounting/ procurement software, word processing, spreadsheets, reporting and file managing, electronic mail, and internet (Microsoft preferred) 
Sound in English and Nepali, both spoken and written 
 
ESSENTIAL COMPETENCIES: 

Demonstrate a high degree of honesty and integrity
Willingness to work flexibly outside normal working hours
Ability to foster and maintain a spirit of unity, teamwork and cooperation
Constant face-to-face, telephone and electronic communication with colleagues, potential donors, and the general public
Constant sitting, standing and walking, with occasional bending and lifting; may work at a computer for extended periods of time
Motivated to work responsibly with little supervision
Ability to meet and deal with others in a courteous and tactful manner
Ability to work with sensitive information and to maintain confidentiality at all times
Sensitivity in working with multiple cultures and beliefs, and to gender equity