HR & Admin Specialist – Kathmandu

The HR & Admin Officer keeps Upaya’s administration running smoothly: vendors, procurement, contracts, invoices and records. The role also supports basic HR operations, mainly offer letters and new-employee onboarding.

Key responsibilities: Administration

Procurement and vendor management

1. Prepare the monthly and quarterly procurement plan with department heads, based on approved budgets.
2. Collect quotations (minimum three where policy requires) and prepare cost-comparison sheets for every purchase and service contract.
3. Evaluate current and alternative vendors on cost, quality, delivery time and service; recommend the better option with reasons.
4. Follow up with vendors on orders, deliveries, service levels and pending issues until closure.
5. Maintain an up-to-date vendor master list with contact details, PAN/VAT, contract dates and rates.

Contracts and agreements

1. Draft, review and track vendor contracts, service agreements, rental and lease agreements.
2. Maintain a contract register with start date, expiry date, renewal terms and owner; flag renewals at least 30 days before expiry.
3. Ensure contracts are signed by the authorised signatory as per the Authority & Facility Matrix.

Invoice verification

1. Re-verify every vendor invoice against the purchase order, contract rate, delivery note and goods received before forwarding to Finance.
2. Flag and resolve mismatches in quantity, rate, VAT or duplicate billing with the vendor.
3. Keep an invoice tracker showing received, verified, sent to Finance and paid status.

Record keeping and documentation

1. Keep physical and digital files for all vendors, contracts, quotations, purchase orders and invoices, organised and audit-ready.
2. Maintain asset and inventory records (office equipment, furniture, IT assets, stationery) including issue and return.

Stakeholder coordination and reporting

1. Coordinate with Finance, Operations, Tech and branch/hub teams on administrative needs.
2. Prepare a monthly admin report for stakeholders covering procurement done, spend vs budget, vendor performance, pending payments and contract renewals.
3. Support office facilities, travel and logistics arrangements as per company circulars.

Key responsibilities: HR

1. Prepare offer letters and employment contracts using approved templates and salary slab.
2. Coordinate new-employee onboarding: joining documents, induction schedule, ID card, system access and first-day arrangements, together with the HR team.
3. Support basic HR functions such as attendance records, employee queries and letters, as assigned.
4. Ensure employee documents collected at joining are complete and handed to the HR records owner.