Administration Officer

Major Function:                                               

Under the direct supervision of the Head of People, Culture & Organization Development, supervises, coordinates, and ensures that all administrative tasks in the office are carried out in accordance with WWF's established policies and procedures. Provides administrative support by equipping, furnishing, and maintaining the office, and providing logistic support to all staff members.

Major Duties and Responsibilities:

1. Office Administration and Maintenance

• Supervises the operational support staff and drivers to ensure that the maintenance of office premises and all equipment is duly taken care of, including those in the common pool and shared areas such as the meeting halls.
• Oversees office operations, facilities management, and utilities in general, and checks that all individual offices are adequately managed and staff are comfortably settled in.
• Ensures workplace safety, security, and a conducive work environment for staff and takes immediate corrective action for any malfunctioning in office premises and equipment.
• Responsible for setting up the office and other logistics before new staff arrivals in coordination with the People & Culture unit.
• Supports logistics for meetings, workshops, events, and field visits as needed.
• Proactively ensures that office supplies are always available.

2. Procurement and Vendor Management

• Identifies, evaluates, and manages relationships with vendors and service providers. Negotiates with transport operators/vehicle rentals, vendors, and service providers.
• Takes initiative for local procurement from reputed and authorized vendors upon receiving purchase requisition from staff and units after approval from the concerned.
• Leads transparent and sustainable procurement processes in line with WWF policies and donor requirements and ensures compliance with procurement thresholds, approvals, and documentation.
• Maintains all purchase-related records with supporting documentation of financial transactions for payment and checks bills for settlement processes to ensure correctness and compliance as per WWF Nepal policy, and gets them audited whenever required.
• Regularly surveys the market for cost variations and reviews vendor performance against agreed contracts and service levels.
• Ensures timely delivery, value for money, and adherence to WWF sustainability standards, integrating green procurement principles to minimize environmental footprint.

3. Inventory and Asset Management

• Oversees management, safety, and security of office assets (Vehicles, IT equipment, Furniture, etc.).
• Ensures proper storage and cost-effective use of office assets. Ensures that all office equipment is in good working condition.
• Supervises and maintains an updated record of all procured goods to be mentioned in the inventory software, along with tagging and tracking systems.
• Provides regular reporting on asset condition, depreciation, and replacement needs to the Disposal Committee.
• Informs the Head of People, Culture & Organization Development for taking corrective action of any malfunctioning in office premises and ensures timely maintenance, and responsible disposal of assets.
• Maintains a record of Merchandise procured and ensures timely distribution.
• Supervises the drivers to ensure that all vehicles are well-maintained and ensures proper use of the vehicles.
• Administers the running conditions of the office vehicles, ensuring compliance of WWF policies and procedures.

4. Third Party Contracts Management

• Manages contracting agreements for vehicle insurance, cash-in-transit and vault, and accidental insurance of the grantee.
• Negotiates, manages, and monitors service contracts for Information & Technology, Solar Backup system, Office building Lease, PABX, and Outsourcing companies (security, cleaning, maintenance, catering, etc.)
• Ensures contracts are clear, cost-effective, compliant, and environmentally aligned.
• Maintains an up-to-date database of all third-party contracts and renewal schedules.

5. Information Technology Management

• Supervises the IT service provider to ensure secure, reliable, and efficient IT systems in the office.
• Oversee IT infrastructure, hardware/software, and user support.
• Ensure IT assets are procured, maintained, and disposed of sustainably.
• Implement IT security measures, data protection, and disaster recovery protocols in coordination with the HQ.
• Coordinates with WWF US and the network and supports rolling out IT information and updates among staff.
• Promote digital solutions that enhance efficiency and reduce environmental footprint.

6. Outsourced Services Management

• Manage contracts and performance of outsourced staff (drivers, office assistants, cleaners, security guards, etc.) in coordination with the outsourcing agencies.
• Ensure service quality, accountability, and compliance with labor and ethical standards.
• Foster a respectful, inclusive, and safe work environment for all support staff.

7. Green Office Reporting

• Supports WWF’s Green Office reporting process.
• Monitors and maintains records on performance indicators (energy, water, waste, paper, carbon footprint).
• Ensures WWF Nepal meets annual Green Office targets and reporting obligations to the WWF network.

8. Other Duties

• Performs other related duties directed by the supervisor as and when required.

Supervisory Responsibility: Front Office Assistant, Drivers, and Outsourced staff

Working Relationships:

Internal: Interacts frequently with all office staff.

External: Interacts frequently with local businesses, consultants, and the WWF network.