Trainee-Administrative and Logistics

Position: Trainee-Administrative and Logistics

Description

WORKSITE LOCATION: Kathmandu with field visits as and when required.

LENGTH OF TRAINEESHIP: Six Months

ABOUT PROSPER GLOBAL

Prosper Global is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future. Prosper Global has been operating in Nepal since 2005, implementing programs in food security, agriculture, market development, financial services, girl’s education, climate change adaptation and disaster risk reduction. We take a systems-based approach in our programming, with the aim of improving the lives and potential of vulnerable individuals and communities across Nepal.

GENERAL POSITION SUMMARY

The Trainee – Administrative and Logistics support position is a structured learning opportunity designed to build professional skills in day-to-day program operations, logistics management, and financial coordination. This role offers dual benefit: the trainee gains hands-on experience in administrative and operational backbone of humanitarian and development programs, while the organization benefits from the trainee’s proactive support in ensuring the smooth implementation of activities and operational management. While mentorship is provided, the trainee is expected to take initiative, manage their learning journey effectively, and maintain full accountability for the documentation, procurement workflows, and event coordination tasks they oversee.

LEARNING AREAS AND KEY RESPONSIBILITIES

1. Procurement, Logistics and Financial Compliance

• Procurement Systems (ProSource): Develop practical skills in using ProSource to create, process, track, and manage Purchase Requisitions (PRs), Purchase Orders (POs), and related procurement transactions.
• Procurement Planning and Processes: Understand procurement procedures, including preparation of RFQs, collection and evaluation of quotations, price negotiation, supplier selection, procurement recommendations, and purchase order processing.
• Vendor and Supplier Management: Develop skills in supplier communication, quotation follow-up, sample review, price negotiation, delivery coordination, and supplier performance monitoring.
• Logistics and Inventory Management: Coordinate the transportation, receipt, storage, distribution, and tracking of goods and equipment while maintaining accurate inventory records.
• Asset and Fleet Management: Understand procedures for asset tracking, equipment handover, vehicle maintenance, fuel monitoring, transportation arrangements, and proper maintenance of supporting records.
• Goods and Services Receipt Verification: Verify delivered goods and completed services against approved specifications, quantities, purchase orders, and delivery schedules before confirming receipt.
• Financial Processing and Payment Management: Understand the payment process, including expense settlements, vendor payment requests, invoice verification, receipt confirmation, and review of supporting documentation.
• Procurement and Financial Compliance: Understand and apply Prosper Global’s procurement, logistics, and finance policies, procedures, approval workflows, and internal controls to ensure transparency, accountability, and compliance.
• Documentation and Audit Readiness: Develop skills in maintaining complete and accurate procurement files, quotations, evaluation records, purchase orders, invoices, receipts, asset records, and other supporting documents for audit purposes.
• Procurement and Payment Pipeline Tracking: Monitor procurement requests, pending approvals, purchase orders, deliveries, goods receipts, and vendor payments to ensure timely processing and follow-up.
• Coordination and Communication: Strengthen coordination with program, procurement, finance, administration, logistics, and suppliers to ensure timely delivery of goods and services and smooth implementation of activities.
• Reporting and Record Management: Maintain procurement trackers, inventory registers, asset records, logistics reports, and payment status updates accurately and systematically.
• Risk Management and Problem-Solving: Identify potential procurement, logistics, and financial compliance issues, resolve discrepancies, and seek appropriate guidance to minimize operational and financial risks.
• Continuous Improvement: Apply feedback, strengthen technical knowledge, and improve accuracy, efficiency, and accountability in procurement, logistics, and financial compliance activities.

2. Interdepartmental Coordination and Communication

• Stakeholder Liaison: Learning how to effectively communicate and bridge the gap between field teams and headquarters to provide routine updates.
• Cross-Functional Synergy: Understanding the interdependent relationship between Program, Operations, and Finance teams and learning how to facilitate the smooth flow of information between them.
• Professional Networking: Building the interpersonal skills necessary to coordinate with diverse teams and external vendors.

ACCOUNTABILITY

Reports Directly to: Administrative and Logistics Officer

Works Directly with: Operations and Finance Team members

REQUIRED QUALIFICATIONS AND SKILLS

• Strong willingness to learn, and professional growth.
• Fresh graduates who have completed a bachelor’s degree or master’s degree in management, development Studies, or any other relevant fields within last two years.
• Good written and spoken English and Nepali to handle professional documentation and meeting minutes.
• Good communication skills and interpersonal skills.
• Basic computer skills (MS Word, MS Excel, MS PowerPoint).
• Previous experience in a formal office setting, internship, or volunteer work within an NGO is advantageous.
• Experience with or a quick ability to learn digital procurement or financial management systems is advantageous.
• Basic understanding of livelihood, food security, climate change, DRR, resilience, and humanitarian actions are an advantage.
• Attention to detail and organizational skills.
• Preference will be given to female, persons with disabilities and applicants from the marginalized communities.

SUCCESS FACTORS

Success in this role is defined by a proactive learning mindset and the initiative to turn on-the-job opportunities into professional growth within a dynamic development and humanitarian context. A successful trainee will transition from assisted tasks to the independent management of assignments, bringing creative ideas to knowledge management and communication while remaining strictly accountable for the quality of their results. By demonstrating resilience, cultural sensitivity, and a commitment to planned professional development, you will help spark innovative ways to share information and contribute to the overall success of high-quality, collaborative programming.

The most successful Prosper Global team members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations. Prosper Global Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/short-term assignment to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

ONGOING LEARNING

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

TEAM ENGAGEMENT AND EFFECTIVENESS

Achieving our mission starts with how we build our team and collaborate. By bringing together individuals with a variety of experiences, backgrounds, and perspectives, we strengthen our ability to solve complex challenges and drive innovation. We foster a culture of trust and respect, where every team member is valued for their contributions, empowered to reach their full potential, and motivated to do their best work.

We recognize that building a strong and effective team is an ongoing process, and we remain committed to learning, improving, and growing together.

EQUAL EMPLOYMENT OPPORTUNITY

Prosper Global is an equal opportunity employer committed to providing equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, sexual orientation, religion or belief, national origin, age, disability, marital status, veteran status, or any other characteristics protected under applicable law.

SAFEGUARDING AND ETHICS

Prosper Global is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the The Misconduct Disclosure Scheme We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Prosper Global Code of Conduct Policies and values at all times. Team members must complete mandatory Code of Conduct eLearning courses upon hire and annually.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Prosper Global Integrity Hotline (integrityhotline@prosperglobal.org).

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