Admin. Assistant

The incumbent is responsible for effective asset management together with managing secretarial and related administrative functions of PeopleSoft for the project Office based in Kavre. This includes maintaining/improving smooth functioning of CARE Nepal’s communications, mailing, archiving and filing systems; provides administrative and secretarial support as required. In addition s/he is responsible for handling confidential correspondences. S/he provides guidance for the day to day asset management functions ensuring its proper record and maintenance in the project. The employee shall fully comply with safety and security procedure of CARE and should be accountable for it.

• Assist in administrative and logistical arrangements for the project events renting of premises, arrangement of accommodation and transportation for participants and invited experts, providing of all financial documents in time and properly.
• Compile procurement related plan and raise the purchase requisite in peopleSoft for approval as appropriate, coordinate with vendors for competitive selection of services and goods according to the procurement policy and procedure
• Assist in travel arrangement; booking and purchasing of air tickets and hire vehicle for field visit as per the request received.
• Assist in maintenance of proper filing system for administrative documentation.
• Daily update information on receipts and ensure correctness of information on expiry dates, recipients, suppliers, and quantities.
• Make sure that log books of the vehicle maintained properly.
• Manage the inventory of the assets available at office properly.
• File all logistics related documents (invoices, requests and other documents) and sure that payment is made to the concerned vendor on time.
• Prepare reports of the stock status and stock movement as required.
• Gather up-to-date information on distribution of equipment, stationeries and other goods assigned for project office.
• Coordinate and follow-up logistics issues with all authorized bodies.
• Upholding CARE’s Core values and ensuring its principles o Comply and exercise organizational values and culture.