Admin and Logistics Officer

Nepal Development Society (NeDS)


 Position Admin and Logistics Officer
Support Services
 Location Based in the Kathmandu Office with frequent travel to project locations
 Contract Length 12 months fixed term and possibility of expansion subject to funding and performance
 Working Hour Six days a week, 7 hours a day
 Position Type National Staff


Nepal Development Society (NeDS) is a leading research and Development NGO established in2013. It has three offices located in Kathmandu, Bharatpur, and Pokhara . It focuses on policy,planning, and development with a focus on social, economic, health, and environmental issues. NeDS has evolved as a multi-disciplinary research and development organization with its innovative, technical, management and research competencies. It delivers quality services to adverse spectrum of organizations ranging from Governments, Bilateral Agencies, Multi-lateral Agencies, Development Agencies, I/NGOs, Academic Institutions, Research Firms and Private Sector Organizations.


The Admin and Logistics Coordinator will play an important role in ensuring the smooth operation and daily administrative functions. S/he will ensure office establishment, and manage resources, and utility cost-effectively. The coordinator will develop annual procurement plans, execute procurement processes, manage inventory, coordinate repair and maintenance, and contribute financial support. S/he will ensure government liaising for the efficient renewal and approval of the project.


 Direct Reports to Admin and Finance Manager
 Indirect Reports to Project Manager


Office Operation

  • Oversee establishment and operation of project offices, including managing rental, furniture and other working resources for the staff.
  • Supervise and streamline day-to-day administrative operations, providing necessary support for the smooth functioning of office operations.
  • Collaborate closely with IT consultants and vendors to maintain a technologically advanced and smoothly functioning office environment.

Utility Management

  • Manage utilities such as electricity, water, and other essential services, ensuring uninterrupted office operations.
  • Implement cost-effective utility management practices, optimizing resource allocation and reducing operational costs.
  • Proactively address utility-related challenges, demonstrating resilience and adaptability in managing dynamic working environments.

Procurement and Supply Chain

  • Develop the annual procurement plan of the organization, including all goods and services to be procured.
  • Execute and oversee procurement processes, adhering to NeDS policies and donor guidelines, and fostering transparent and accountable practices.
  • Implement effective supply chain strategies, ensuring timely acquisition and delivery of project resources in alignment with project timelines.
  • Collaborate with vendors, develop vendor roaster, establish framework agreement emphasizing ethical procurement practices and promote fair and competitive processes to achieve optimal value for the organization.

Warehouse and Inventory Management

  • Establish and maintain records of inventory, employing industry-standard practices for inventory management within the development project context.
  • Implement efficient warehouse management practices, optimizing space utilization and ensuring the availability of project resources.
  • Regularly conduct inventory audits to maintain accuracy, prevent discrepancies, and enhance the overall efficiency of warehouse operations.

Repair and Maintenance

  • Coordinate repair and maintenance activities for assets, ensuring the longevity and optimal functionality of equipment and facilities.
  • Implement preventive maintenance schedules, minimizing downtime and optimizing the lifespan of project assets.
  • Collaborate with relevant stakeholders to prioritize and address repair needs promptly, emphasizing responsiveness to project requirements.


  • Provide support in financial management activities, collaborating closely with the finance department to ensure fiscal responsibility and transparency.

Fleet, Safety and Security

  • Manage the project’s fleet and transportation logistics, optimizing mobility and ensuring timely delivery of project teams and resources.
  • Regularly assess and update safety and security measures, demonstrating a commitment to the well-being of personnel and assets.

Government Liaising and Renewal

  • Navigate bureaucratic processes adeptly to facilitate swift approvals and permits required for project approval, demonstrating a keen understanding of regulatory landscapes.
  • Act as a liaison between the organization and government bodies, ensuring alignment with project goals and compliance with legal frameworks.
  • Manage the renewal and approval processes with key stakeholders, including the Ministry, Social Welfare Council, and Local Government, ensuring the continued operation of projects.


  • Act as a key member of the organization, providing support services across various projects.
  • Undertake tasks as assigned by the line manager, which may include specific to the role or broader organizational responsibilities.
  • Collaborate with colleagues from different departments to ensure effective integration of project objectives across the projects.
  • Work collaboratively with the leadership team in organizational discussions to refine and enhance overall organization efficiency.


Academic Qualification
  • Bachelor’s degree in Business Administration, Management, Social Work, Sociology and relevant disciplines.

Relevant Experience
  • Minimum of five years of experience in administrative and logistics coordination, preferably in the development sector or related field.
Essential Attributes
  • Proficient in procurement and supply chain management.
  • In-depth knowledge of government regulations and approval processes.
  • Experience in the internet, MS Office package, data management and inventory software.
  • Strong organizational and multitasking skills.
  • Demonstrate diplomacy in building relationships and working with diverse cultures, audiences, sensitive situations, and subject matter.
  • Proficient in reading, writing, and speaking in Nepali and English language.
  • Honesty, transparent, collaborative and learning attitude.
Desirable Attributes
  • Prior working experience in research-based projects with academic institutions consortium.
  • Familiarity with safety and security protocols.
  • Knowledge of financial management and budget monitoring.
  • Previous experience in coordinating logistics for research or intervention projects.
  • Working knowledge with Nepal Development Society
Salary and Benefits
  • Competitive salary, provident fund, and festival allowance.
  • Medical and accidental insurance.
  • Career growth opportunity. 
Application Process

To apply: Please submit your CV and Cover letter, with two references and expected monthly salary at, mentioning the Position in the email subject. Deadline for applications: 27th February 2024 5.00 pm. We will only get in touch if you have been shortlisted 


Nepal Development Society (NeDS) encourages diversity of nationalities, genders, races, ethnicities, profiles, and statuses among its human resources. Therefore, it complies with the principle of non-discrimination throughout its recruitment process. Nepal Development Society (NeDS) will not charge any fees for the recruitment process, including shortlisting, interviews, tests, or training. . It reserves the right to accept and reject applications.