Admin Coordinator

Admin Coordinator

Job Location: Kusunti, KC Tower, Lalitpur, Nepal

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Under the overall supervision of the Admin Specialist, National Office and in close coordination with the field offices as well as Partner NGOs, the Admin & Logistics Coordinator will be responsible to oversee administrative, logistics, fleet and warehousing in line with World Vision’s Policies and Procedures to support timely implementation of World Vision International Nepal Programs/Projects that will have the greatest impact on process improvement, standardization and cost containment thus ensuring the achievement of Child Wellbeing Outcomes. .

The coordinator will lead, direct, develop, manage and proactively engage in the design and implementation of all WVI Nepal’s Fleet management, Transporting, Warehouse management and ensuring there is ministry impact of the highest level, cost-effective quality and accountability according to the relevant policies, procedures and standards of World Vision.

MAJOR RESPONSIBILITIES

• Understand the department’s business requirements and apply in the day to day work.
• Receive Supplies in WVI Nepal warehouse after requester verifies the goods as per required specifications. Ensure that all commodities arriving at any given point, warehouse, and/or distribution centers are properly accounted for. Prepare, stamp/sign and file each document Goods Receipt Note/ similar documents.
• Prepare appropriate documents for dispatch of goods from the warehouse. Ensure complete sets of documents are handed over to transporter. Monitors dispatches, ensure Consignee’s signed/stamped waybill is received and filed accordingly at NO.
• Coordinate with Field Offices and Partners to prepare a consolidated quarterly report of Warehouse stock-in-hand across all warehouses/storage facilities.
• Establish and manage appropriate mechanisms for warehouse management/store management to safeguard organization’s assets and inventories.
• Ensure loss/damage of assets/inventories/other commodities are properly indicated and accounted for.
• Ensure that storage and stacking of commodities in the warehouse is properly undertaken in an organized manner, by commodity type.
• Ensure that the warehouse and other storage facilities in the designated area under World Vision’s control are safe, orderly, and clean storage
• Support in booking international air tickets as per approved request and handing over tickets to internal & external staff on time
• Ensure that WVI Nepal uses cost effective ticketing plan for all international travels
• Facilitate visa requirements for all incoming/outgoing staff/ WV’s guests.
• Coordinate and facilitate events/workshops/trainings. This will include coordination with hotels/catering service providers, raising Purchase Orders up to settlement of Invoices.
• Coordinate and facilitate for hotel booking to accommodate National & International staff.
• Support in exploring hotels/restaurants/catering services for organizing events, workshops and trainings.
• Advise staff to prepare visa application and the requirements of embassy/country to obtain visa
• Coordinate with embassies, consulates to process visa for approved Staff to attend training, events etc.
• Ensure effective management of office premises and good facility management.
• Receive incoming Purchase Requisitions for admin related expenses that are under Contract and/or does not require sourcing interventions such rent, water, electricity, ticketing, kitchen supplies, hotel booking and other similar requests.
• Manage PO Change requests, pricing revisions, order cancellation and invoice discrepancies by coordinating with Requesters, Budget Owners and Suppliers
• Oversee the payments and controls expenses by receiving, processing, verifying, and all reconciling invoices;
• Reconciles processed work by verifying entries and comparing system reports to balances;
• Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.
• Ensure WVI Nepal’s fleet is managed as per WV Fleet Management Handbook and Local Traffic Rules & Regulations.
• Supervise staffs in planning day to day fleet arrangement and driver schedules to increase efficiency.
• Monitor driver behavior and ensure a high level of customer service.
• Ensure WVI Nepal’s Drivers have a thorough understanding of WV’s Fleet Management Handbook and all mandatory trainings are completed by the drivers.
• Participate in relevant trainings, take initiation in self-learning and growth.
• Any other duties assigned by Supervisor.

Required Professional Experience

• At least two years working experience in Logistic/Admin/Logistics Management
• Demonstrated depth of experience and effectiveness preferably in an I/NGO context in working with community/grassroots people and organizations, specially focus on Administration, Logistics and Transport Management
• People management skills

Required Education, training, license, registration and certification

• Bachelor’s degree in Management or relevant discipline.

Preferred Knowledge and Qualifications

• Competent in the use of Microsoft Office including Word, Excel, Power point
• Good communication skills (both written and spoken), including across all cultures
• Strong interpersonal skills & customer service
• Thorough understanding and experience about Nepal Government’s strategies, policies, guidelines, plans about Logistics Management

Applicant Types Accepted:

Local Applicants Only