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Administration Assistant (1475 views)

September 15, 2020


Company: Mott MacDonald

Position: Administration Assistant

Job Ref: 46565BR

Recruiter Contact: Janet Thatcher

Country: Nepal

Region/State: All – Nepal

Discipline: International Development

Sector: International development

Website Region: Asia Pacific

Website Sector: International development

Job Expires: 28-Sep-2020

Job Description:

• Carry out general administrative duties including routine tasks and provide secretarial support where needed in coordination with Administrative Coordinator;
• Maintain an accessible and well-organised record of relevant administrative documents in hard copy and online archiving;
• Prepare and manage incoming/outgoing letter register and visitor’s logbook;
• Monitor consumable stock (Stationeries, office/kitchen supplies) ensuring these are expended judiciously and avoiding any stock-outs and place orders when necessary;
• Support in paying office utility bills, procuring Office Stationaries and monthly Kitchen supplies.
• Managing the mobile communications (office phones, phone credit, internet, etc);
• Uphold the ethics, transparency and accountability principles of the Project and Mott MacDonald.
• Be proactive and responsive to performing any other duties and responsibilities as assigned by the Administrative Coordinator;
• Facilitate the mobilisation of staff and sub-consultants from Kathmandu to the provinces and make logistic arrangements;
• Supporting sub-consultants with their administration and other arrangements;
• Assist Administrative coordinator for logistics required during event, meetings workshops conducted in Kathmandu;
• Administer finances at workshops and other events, in accordance with Mott MacDonald Finance procedures, when required;
• Assist Administrative coordinator in various office procurements as and when necessary;
• Maintain and update rental contract tracker and track the invoices and payments;
• Prepare goods receive notes, verify delivery items against purchase order, record goods in asset/inventory register, verify invoice and submit to Administrative coordinator for further payment process;
• Ensure asset and inventory tagging, periodical physical verification, generating report and submitting to Administrative Coordinator for finalisation;
• Manage fleet of Kathmandu office adhering company policy and in coordination with Administrative Coordinator;
• Verify vehicle log sheet, fuel invoices, support Administrative Coordinator in preparing monthly fuel monitoring sheet and ensure that accurate records are maintained, and internal control systems are functioning;

Candidate Specification

• Proven experience in an administrative or logistics role
• Experience providing administrative, logistical, procurement and financial support
• Excellent written and spoken communication skills in English and Nepalese.
• Willingness to be pro-active, responsive and flexible to the changing requirements of the project
• Excellent IT skills and confidence in Outlook, MS Word, Excel and PowerPoint
• Ability to work quickly and effectively under pressure
• A team player with experience of working within team hierarchies and towards the common vision of a programme
• Experience of working on donor-funded programmes in multi-national teams
Other desirable competencies and experience
• Experience on DFID or other donor funded projects is beneficial

Job Profile

Mott MacDonald is an employee-owned management, development and engineering consultancy serving the public and private sector around the world, with more than 16,000 staff worldwide.
Our International Development Services Unit, IDS, operates portfolios within the international development sectors of Environment, Climate, Water, Roads, Rural & Urban Development, Education, Health, Social and Economic Development in over 40 countries. Together we implement and manage projects in developing countries and emerging economies around the world, supporting national governments and municipalities in policy, planning, project design and delivery. We are committed to support the United Nations Sustainable Development Goals and to provide our expertise to improve the lives of people in need.

Last date to apply: 28 September 2020


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