Administration Officer at World Wildlife Fund, Inc.

Kathmandu Metropolitan City, Bagamati Province, Nepal -

Full Time

Start Date

Immediate

Expiry Date

18 Dec, 25

Salary

0.0

Posted On

19 Sep, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Procurement Management, Vendor Management, Inventory Management, Asset Management, Contract Management, Information Technology Management, Outsourced Services Management, Green Office Reporting, Communication, Coordination, Attention to Detail, MS Office 365, IT Systems, Teamwork, Proactive

Industry

Non-profit Organizations

Description

Company Description WWF Nepal, the global conservation organization leading international efforts for a living planet, seeks applications from qualified Nepali candidates for the following full-time position. If you think you are an achiever and willing to work within a diverse team in a multicultural environment with commitment and passion for what you believe in, you are highly encouraged to apply. Our Mission: At WWF Nepal, we firmly believe people and nature are inextricably linked. Our mission is to stop the degradation of our planet’s natural environment, and build a future Nepal in which people live in harmony with nature. Our Vision: From its origins as a small group of committed wildlife enthusiasts, WWF has grown into one of the world's largest and most respected independent conservation organizations, active in over 100 countries. Over this time, WWF’s focus has evolved from localized efforts in favor of a single species and individual habitats to an ambitious strategy to preserve biodiversity and achieve sustainable development across the globe. WWF-Nepal envisions a prosperous Nepal, with an active and socially responsible citizenry that a greater sense of stewardship towards the environment. Our Core Values: We celebrate and respect diversity in nature and among the people, partners, and communities with whom we work. Across the many cultures and individuals that represent WWF, we are unified by one mission, one brand, and one common set of values: Courage: We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home. Integrity: We live the principles we call on others to meet. We act with integrity, accountability, and transparency, and we rely on facts and science to guide us and to ensure we learn and evolve. Respect: We honor the voices and knowledge of the people and communities that we serve, and we work to secure their rights to a sustainable future. Collaboration: We deliver impact at the scale of the challenges we face through the power of collective action and innovation. Job Description 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 South Pole certification and 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. Qualifications Knowledge: Bachelor’s or Master’s degree in Business Management/Administration, or a related field. Experience: At least 3 to 5 years of experience in a similar position. Skills and Abilities: Proven ability to handle complex processes and events with attention to detail. A proactive self-starter who works well both independently and as part of a team. Strong proficiency in MS Office 365 with hands-on experience using inventory and procurement management software. Excellent communication and coordination abilities; able to work effectively under pressure and manage multiple priorities. Proficiency in IT systems, ERP/administrative platforms is preferred. Additional Information Interested applicants are requested to apply for the position by 17:00 hours on October 5, 2025. Only shortlisted candidates will be informed. Please do not click on "Apply with Indeed" button once you start the application process. All your information will be kept confidential according to EEO guidelines. WWF is an Equal Opportunity Employer. Please join us in our mission to save life on Earth.

Responsibilities

The Administration Officer supervises and coordinates all administrative tasks in the office, ensuring compliance with WWF's policies and procedures. This role includes managing office operations, procurement, vendor relationships, and IT systems to support the organization's mission.