EMPLOYMENT HISTORY

Admin & Documentation Officer (Organization: Caritas Nepal)

Funded by: Catholic Relief Services (CRS)

Period: April 2016 – 30 June 2019

Responsibilities

§  Maintain Staff contact list & personal file and keep up to date

§  Conduct Staff performance evaluation

§  Provide logistical support in Training/workshop.

§  Update Inventory stock register, Fixed Asset register conduct periodic physical verification, report prepare.

§  Review staff attendance sheet check and prepare report of leave calculation for payroll procedure.

§  Monitor procurement and warehouse system is complied smoothly for operation and maintained in timely and accurately updated.

§  Monitor effective payments has been made timely and accurately with norms and curtailed for cost effectiveness expenses.

•       Manage office supplies stock and place orders

•       Prepare regular reports on expenses and office budgets

•       Maintained Organization a filing system for important and confidential document, Databased and staff personal file.

•       Update organization policies as needed

•       Maintain a organization calendar and schedule appointments

•       Distribute and store correspondence (e.g. letters, emails and packages)

•       Mange If an event or meeting needs to be planned, Administrative Officers coordinate dates, locations, and times for employees.

•       Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

•       Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies  • Book conference calls, rooms, travel & Transportation, couriers, hotels etc.

•       Maintain computer and manual filing systems and Printer system.

•       Handle sensitive information in a confidential manner

•       Take accurate minutes of meetings

And others worked support to Procurement and Logistic team

•       Prepare Procurement Plan for the delivery materials within specific time.

•       Carry out procurement operation, including preparation/revision of bidding documents for services, supplies, works accordance with the organization and donor compliance.

•       Assist to procurement committee while purchasing project required goods.

•       Prepare and manage contract through overseeing adherence to contractual agreements, recommend amendments and extensions of contracts and advise concerned parties on contractual rights and obligations, ensuring the correct conformity and timely provision of deliverables in accordance with set conditions, resolving queries and disputes with beneficiaries and contractors, processing payments etc.

•       Ensure and follow up of those materials which are not procuring on time.

•       Procurement of program assets from preferred suppliers.

•       Identify warehouse to store project procured goods.

•       Manage vehicle and transportation.

•       Support to delivers all materials at construction site.

•       Properly manage all documents related to procurement and logistic.

•       Prepare competitive bid analysis of quoted vendor.

•       Prepare purchase order and issue to selected vendor.

•       Manage hotel and meeting hall for organization program and meeting.

•       Prepare update progress reports on procurement.

•       Undertake and update progress report on procurement.

•       Regularly follow up the assets/inventory with the coordination of finance staff and check community  procurement document for financial settlement.