Position: Administrative Officer
The position provides comprehensive administrative, travel, logistics, procurement, and asset management support to ensure smooth operations of FHI 360 Nepal office. The role processes staff and visitor travel, manages vehicles and inventory, supports procurement and service agreements, and coordinates logistics for program activities, while ensuring full compliance with FHI 360 policies and procedures as well as local statutory and regulatory, and fundersโ requirements and supporting efficient country office operations.
KEY RESPONSIBILITIES
- Process Expense Authorization (EA) of all staff and visitors. Arrange hotel reservation, airline ticketing, vehicle rental and assist in travel of all staff and visitors as per FHI 360 travel policy.
- Manage FHI 360 Nepal vehicles to adequately accommodate project activities and also ensure that vehicle policy and procedures are strictly adhered.
- Prepare/process Procurement Request forms (PR) and Purchase Orders (PO) to obtain necessary signatures and approvals. Responsible for processing procurement ensuring FHI 360 Nepal procurement policy is strictly adhered to including reviewing of all procurement requests for completeness of necessary information and soliciting and reviewing quotations.
- Manage FHI 360 Nepal inventory including preparation of annual inventory report for submission to donor/s as per requirement.
- Support with management of all service agreements of FHI 360 Nepal office.
- Assist with timely logistics support for program related workshops, trainings and conferences.
- Coordinate to publish FHI 360 Nepal advertisements as and when required.
- Provide timely administrative support for management of office building operations (e.g. electricity, drinking water, communications, maintenance and repair of office equipment and furniture by service vendors etc.)
- Perform other duties as assigned by Supervisor and Country Representative.
REQUIREMENTS
- Bachelorโs degree in business administration, management, public administration, or a related field with three years of relevant administrative experience; a masterโs degree is preferred.
- At least 3 yearsโ experience in an administrative and/or office management function.
- Previous experience in an I/NGO environment will be an asset.
- Good judgment and the ability to deal pleasantly and effectively with people.
- Demonstrated knowledge of procurement, travel, logistics, and asset management procedures, preferably within donor-funded projects.
- Strong attention to detail with the ability to maintain accurate records and documentation in compliance with organizational policies and audit requirements.
- Ability to work independently, prioritize competing demands, and meet tight deadlines in a fast-paced environment.
- Proactive in managing multiple tasks, managing and working in the virtual work environment, and flexible and open to managing time working with different teams in different time zones as needed.
- Excellent interpersonal, organizational, communication, coordination and collaboration, team building and management, and problem-solving skills.
- Experience using Microsoft Office tools (Word, Excel, PowerPoint, Teams, Outlook, SharePoint, etc.) an advantage.
- Excellent oral and written English and Nepali including documentation skills)
Applications are limited to Nepali citizens who meet the eligibility criteria.
Final deadline for application is February 2, 2026.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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