Vacancy Announcement from Plan International : Admin & Front Desk officer

  Vacancy Announcement from Plan International 

Admin & Front Desk Officer

Functional Area: Operations
Reports to: Operation Manager
Location: Country Office
Travel required: Yes
Grade: C1
Type: Open to all applicants, Fixed term employment until Dec 2026; based in Country Office 

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 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 has worked in 42 districts in Nepal since 1978. 

Plan International strives for a just world that advances children’s rights and equality for girls. Our ambition from now to 2027 is to see All Girls Standing Strong Creating Global Change.

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 office operation through smooth functioning of the front desk and admin functions at Country office. Reporting to the Operation Manager, S/he will be responsible for effective front desk, cash fund transactions, air ticketing, accommodation and events support, repair and maintenance and general administrative support at the country office. This role will support for its effective, efficient and economic programme delivery which will contribute to creating lasting change for children

Description

DIMENSIONS OF THE ROLE

Direct Line Manager: Operation Manager

Dotted Line Manager: NA

Budget Accountability: NA

Number of direct reports: 3 (Office Attendant, cleaners)

External relationships and representation: Visitors, vendors, service providers and INGOs

KEY RELATIONSHIPS

ACCOUNTABILITIES

Front Desk (Reception) Administration-20% 

1. Professionally handle all incoming and outgoing telephone calls ensuring clear and effective communication.
2. Receive visitors, screen their appointments and direct to concerned staff as advised.
3. Receive mail and documents, forward (without opening the contents) to the concerned persons, and other organizations after proper written record.
4. Ensure regular payment of utility bills, i.e. Electricity, Water, gas, telephone and gasoline etc.
5. Prepare monthly report on use of utilities, telephone and submit to the Operation Manager for further action.
6. Responsible for fortnightly fund request manage and ensure utilization of fund request.
7. 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. 
8. Timely organize & provide maintenance and repair services for an international staff residence

Ticketing (domestic)-15%

1. Ensure require documents are received for the air-ticketing and then arrange air ticketing for an official visitors/traveller  
2. Maintain roster for regular service providers travel agencies, airlines and transport/vehicle companies) 
3. Maintain tracker of procurement of air tickets 
4. 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-15%

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

Administer sponsor gifts received from NOs-10%

1. Organize to collect sponsorship gifts from custom office.
2. Sort and list all gifts received from NOs and dispatch timely to field offices and maintain receipt copies.
3. 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.

Cash Fund Transactions and payment-20%

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

Supervise Office Assistant and Outsource Cleaning Services-10%

1. Supervise and manage Office Attendant.
2. Provide feedback and guide them for better performance and coaching including Plan Values.
3. Supervise performance of outsource cleaning services.  

Others-10%

1. Inform vendors immediately after receiving cheques from finance and deliver to the vendors and ensure receipt/receiver signature. 
2. Administer the courier services and organize monthly payment for courier services.
3. Any other tasks as assigned by line manager in accordance to organizational mandate and priority. 

Ensures that Plan International’s global policies for Safeguarding Children and Program Participants and Gender Equality and Inclusion (DEI) 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. 

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Education qualification and experience

• Bachelor’s Degree in any discipline from the recognized university/College.
• Minimum 2 years of experience in the field of admin and front desk management.
• Communicating both one to one and in groups in writing, verbally presentations and reports, in English, Nepali.

Knowledge

• Would be added advantage if S/he is familiar geographical areas and the context of Kathmandu and its surrounding.
• Would be added advantage if S/he is familiar with store/inventory management.

Skills 

• Computer operation mainly Microsoft word, excel, PowerPoint,
• Nepali and English typing
• People management
• Ability to work under tight deadline

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

PHYSICAL ENVIRONMENT

• This position is based in Kathmandu with frequent travel to field as necessary

LEVEL OF CONTACT WITH CHILDREN

• Low Level: Less interaction with children 

"Say Yes ! To Keeping Children and Young people safe and Protected"

Application Deadline: Wednesday, 19th June 2024

NOTE: Applications are solely accepted through People2People online application procedures. Only shortlisted candidates will be contacted for further selection process. Canvassing at any stage of processes shall lead to automatic disqualification.

Due to 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. Plan International Nepal invites all the applications including female candidates with priority from minority and youth groups for this position.

P2P and our client Plan is committed to promoting inclusivity and equal opportunity for all applicants. In recognition of the different needs of PLWD we offer options for application submission. Do contact us for further assistance.