Admin and Logistics Officer

 ORGANIZATION BRIEF

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.

JOB SUMMARY

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.

 REPORTING MECHANISM

KEY ROLES, RESPONSIBILITIES AND ACCOUNTABILITY

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.

Finance

• 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.

General

• 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.

QUALIFICATION AND EXPERIENCE

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

• Minimum of five years of experience in administrative and logistics coordination, preferably in the development sector or related field.

• 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.

• 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

• Competitive salary, provident fund, and festival allowance.
• Medical and accidental insurance.
• Career growth opportunity. 

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

Disclaimer:

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.