Administration Assistant – Procurement & Accounting Support

About the role

The Administration Assistant will support the Finance and Administration team in Kathmandu, ensuring smooth procurement, accounting, and front‑desk operations. This role is essential for maintaining compliance with Heifer International policies and donor requirements while providing reliable office support.

Key responsibilities

• Assist in procurement processes, including vendor onboarding, quotation collection, and purchase order tracking (≈55% of effort).
• Maintain vendor master data and procurement trackers in the Agresso system.
• Support the full procure‑to‑pay cycle, ensuring timely delivery, invoice receipt, and proper documentation for audit purposes.
• Verify bills, coordinate supporting documents, and ensure accurate payments and staff advance settlements (≈25%).
• Handle front‑desk duties such as answering calls, managing the intercom, and greeting visitors (≈15%).
• Archive signed contracts, lease agreements, and purchase orders, and report any procurement irregularities.

Required profile

• Strong attention to detail and ability to maintain organized records.
• Good communication skills for interacting with vendors and internal teams.
• Ability to handle confidential information responsibly.
• Proactive approach to problem‑solving and compliance reporting.

Required skills

• Experience with Agresso or similar ERP procurement modules.