Admin and Procurement Officer

Description

International Development Enterprises (IDE) Nepal, is an International NGO with market-based agriculture and WASH development program in Nepal. iDE has been working in Nepal since 1992. From irrigation and good quality seeds to, more recently, rural collection centers where farmers can sell their produce, we provide simple innovations that help rural communities get out of poverty and adapt to climate change. iDE is recruiting an Admin and Procurement Officer

Job Description and Person Specification

Job Title: Admin and Procurement Officer

Effective date: 1 August 2023
Department: Finance and Administration
Job Family: Administration
Reports to: Finance and Admin Director
Grade: TBD
Location: Country Office, Kathmandu
Travel: Regional office quarterly

Role Overview:

Managing and ensuring effective provision all aspects of iDE Nepal Administration,

Procurement, Safety and Security and Vehicle security compliance. S/he responsible for Asset Management, Administration Policies and Guideline, Visa, Work Permit, MoU with Government Agencies etc. Ensuring staff travelling, workshops, trainings and meeting of the iDE Nepal are well managed and effective supported. Ensuring security in office in good maintain and provide service to staff and visitor. Procurement support is effective and align with policy and donor’s rule. This position reports to Finance and Admin Director (FAD)

Key Accountabilities / Responsibilities

Key Activities

• Office Management
• Procurement
• Assets & Inventory Management
• Safety and security focal point
• Vehicle and driver management
• Others

• Develop Administration Policies and update the Crisis Management Plan for all offices. Ensure effective communications by orientation and refresher training to staff to help them understand the systems, policies and procedures of the organization.
• Coordinate and liaise with concerned government ministries, embassies, agencies, and other international and domestic NGOs for all administration matters.
• Ensure all lease contracts are in place and renewed/terminated as appropriate.
• Oversee contracts of all office equipment’s maintenance and ensure regular maintenance is upkeep.
• Ensure storage manage and disposal of old record beyond requirement under the donor or government regulation.
• Oversee office desk arrangements and movements by ensuring new staff, hosting, partners have appropriate space, equipment, and supplies for work.
• Ensure all travel requests for national and international travels including booking vehicles and accommodation, purchasing tickets and travel insurance, arranging visas, etc. are followed up in timely manner.
• Oversee office opening and closing procedures and negotiation with all office landlords for price, maintenance repairs.
• Oversee workshops, visitors and other events as requested.
• Prepare for and coordinate various office social activities, i.e. team building, staff retreat, sickness visit, funerals, new born baby visit, etc.
• Coordinate and work closely with field offices on office, inventory, vehicles, and motorbikes management.
• Provide support of visa and attestation for expatriate staffs and local staffs
• Liaise with Government ministries on office license to ensure the MoU is monitored, complied and renewal on time.
• Liaise with the government ministry to request iDE’s vehicle license.
• Liaise with Tax Department to ensure that the Organization Certification is up to date.
• Oversee monthly floating cash and authorize petty cash payouts as procedure.
• Ensure office and vehicle insurance is up to date and appropriate
• Manage procurement processes and ensure policies and procedures are being followed.
• Ensure budget holder provide annual/quarterly procurement plan and initiate procurement plan discussion with budget holder.
• Lead annual approval of Required Supplier and Authorized Supplier List and ensure supplier database is updated.
• Review and feedback on Procurement Analysis Reports quarterly with manager to identify issues and find solutions.
• Maintain pricing of goods and services provide update to budget holder to support budgeting.
• Ensure all procurement documentation achieving is in compliance with policy.
• Oversee the development of tools as check list to support Program/Project Manager to ensure compliance of policies and procedures including internal control.
• Ensure Tax Obligation are met under the Nepal’s tax regulation and coordinate with line ministries and peer networks on administrative compliance to laws.
• Serve on Procurement solicitor for sealed and open bids as required
• Monitor office stocks, equipment, assets, vehicles, and motorbikes according to policy and work with Finance Function to code and conduct inventory count 02 times a year and as required.
• Manage assets register by working closely with IT consultant and Project teams by labelling of all assets.
• Regular review of asset disposal and submit recommendation at least twice yearly.
• Quarterly reconciliation of all assets registers with accounting ledger and submit to Finance and Admin Director signed off.
• Carry out physical asset’s verification minimum once a year and before project close at PNP and Field Office and documented.
• Conduct monthly spot check on stock – stationary, monthly office supplies and sign off.
• Coordinate assets hand over process which include approval by donor and handover to beneficiary with Program/Project Manager at least 3 months prior to close of project.
• Prepare periodically reports on inventory, stationary, supplies, kitchen supply, vehicle and motorbike maintenance and its cost analysis.
• Serve as the Safety and security primary focal point and a crisis management team member, share messages to staff as appropriate.
• Provide capacity support and training to Regional/Field Offices to ensure that they are equipped with safety and security equipment/tools. Maintain, update all contact list (staff, partners) on monthly basis.
• Organize and conduct safety and security training (including first aid and fire safety) as required.
• Communicate any safety and security issues to Country Director in timely manner
• Coordinate orientation to new staff and visitors and ensure that they are complied with safety and security policies and procedures.
• Ensure guard company contracts are updated, relevant to tasks needed, fulfilling contractual obligations
• Manage drivers and ensure policies and procedures are being followed, Verify on monthly fuel consumption, and overtime.
• Ensure drivers are fulfilling obligations and expectations of passengers. Get feedback from program staff and manage vehicle/driver issues.
• Ensure driver maintains the vehicle in working condition which includes regular maintenance, do daily check list, cleanliness of the car inside and outside daily and available drinking water to passengers. etc.
• Provide Report to Finance and Admin Director on Climate Friendly-Carbon Emission, Carbon Certificate record GHG accounting and register in the carbon database every year.
• Preparing letters to stakeholders with support from program staff on contents.
• Establish and maintain formal and informal links with suppliers, service providers, agencies to ensure that the organisation is providing the appropriate range and quality of services.
• Develop database of internal and external contacts.

Key Relationships to reach solutions

Internal (to IDE or team)

External

All departments of IDE Nepal Regional Office and implementing Partner

Other INGOs, Government Line Agencies, Alliances and other stakeholders

Requirements

Person Specification

Required Education & Certifications, Experience, and exposure

Degree in , management or similar disciplines and Minimum 5-year experience Procurement, General Administration , Asset and Inventory management, building management, security procedures, and vehicle management in an International organization., with strong managerial and leadership skills, General knowledge of the principles and practices of Administration, outstanding interpersonal relationship building and employee coaching skills, demonstrated ability to provide follow up on a timely basis and keep stakeholders informed of status of projects, experience in developing and implementing process improvements, Ability to maintain the highly confidential nature of administrative and procurement work, Ability to work independently, and under pressure, Strong reasoning, decision-making, and sound judgment, Understanding of labour law, and other applicable rules and regulations in Nepal, Proven integrity and character, especially in the stewardship of resources, transparency and accountability, Proven track record of achieving results, Willing to travel and work in the field, as required, and Computer literate: MS Word, Excel, Power Point, and any Fixed assets Management database.

Essential Skills

Have a passion for iDE mission and a strong desire to impact an up-and-coming non-profit organization, be an innovative and creative thinker; you are not afraid to try something new and inspire others to do so, have a very high level of personal and professional integrity and trustworthiness, have a strong work ethic and require minimal direction, work well independently as well as part of a team, thrive in a fast-paced and fun environment, good communication, coordination, collaboration and influencing. Capable of working under pressure in a fast-paced environment. Flexible and adaptable approach to shifting patterns and hours of work, ability to work flexible hours from time to time. A ‘can-do’ attitude and resilient character with the ability to manage expectations Flexibility and independence to work in a changing environment. Ability to work independently.

Language proficiency

Advanced in English and Nepali language skills both verbal and written communication skills,

How to apply

Interested and qualifying applicants can submit their application letter and CV mentioning gross salary, with both phone and email contact details of at least 3 professional references by July 24, 2023. Only short-listed candidates will be contacted for further process. No telephone inquiries will be entertained.

iDE is an equal opportunity employer and as per the gender and workforce diversity policy of iDE, female candidates and/or candidates from disadvantaged communities are highly encouraged to apply.

Benefits
As per iDE Rules and Regulations

Tagged as: Admin Officer, Kathmandu, NGO INGO, Procurement Officer