Logistic Officer

Team: Admin and Finance Team

Position: Logistics Officer (LO)

Reports To: Admin and Finance Coordinator
Duty Location: Kathmandu Office with some field visits (10%)
Period: 1st July 2024 to 30th June 2025 (extension with performance evaluation)

1. Purpose of the Position
Community Self Reliance Centre (CSRC) is a social organization facilitating the land rights campaign since 1993. CSRC has been campaigning for comprehensive agrarian reform and the land rights of working farmers and tillers for more than three decades. Through this time, CSRC has worked to organize and raise consciousness amongst those deprived of land rights, build public opinion in favour of progressive land reform, and conduct action research related to land and agrarian issues.

The Logistics Officer (LO) is a member of the Admin and Finance team who manages the logistics functions of the entire CSRC program and its office in close coordination with Program teams, field office staff/team and other respective teams for the effective delivery of logistics support functions. S/he will manage procurement, fleet and office management functions and organizational events of the CSRC. The LO works closely with the Admin and Finance Coordinator (AFC) and will be in charge of various procurement and logistics duties related to CSRC’s program in line with logistics operating procedures.

More specifically, s/he will be responsible for the following tasks:

A. Major Responsibilities:
Procurement and supply management

• Manage and execute procurement of goods and services required for the organization following the guiding principles of “Best Value for Money, Transparency, Accountability, Equal and Fair competition” and in compliance with CSRC, funding agencies and government regulations.
• Ensure procurement of goods is of high standard, timely and cost-effective adhering to the established policy of the organization.
• Work in close coordination with AFC leading all the procurement and logistic arrangements, and assist in decision making process to Procurement Committee.
• Carry out market surveys twice a year for regular items and analyse the price trend over the period and report to the AFC and Executive Director (ED).
• Coordinate/Support the program team to raise and compile a Purchase Request (PR) Form to proceed with the procurement.
• Support program team in completing the required documents for procurement ensuring full compliance with donor requirements and Financial Regulations and Management System (FRMS) of CSRC.
• Preparation of comparative charts and submission to approval authority in consultation with the program team.
• Coordinate in building professional liaison and coordination with potential suppliers and collect quotations/bids as required.
• Update and develop a qualified vendor list, and monitor and maintain records on the performance of the vendor. Prepare and update procurement status tracking sheet, and supplier’s database regularly.
• Prepare contract with the vendor and Purchase Order (PO) for the procurement of goods and services.
• Maintain procurement files and ensure complete documentation of the processes. Manage to archive procurement documents in software regularly.
• Develop Annual Procurement and Supply Management (PSM) Plan with close coordination to Program and Finance team and update them as required.
• Coordinate with the field programme and finance team to sort out procurement-related issues if any, in close coordination with the AFC.
• Develop and maintain an effective and sound working relationship with vendors/suppliers.
• Facilitate in communicating procurement policy and procedures including revisions, if any to all the staff of CSRC.

Outcome: All the goods/services/supplies/equipment for CSRC program and specific projects are procured following the CSRC’s and Funding Agency’s policy, within budget and in a timely manner.

Asset Management

• Ensure all assets are well organized and correctly stored, well protected, fully identified, coded, and easily accessible (cleanliness, safety, access, etc.). Update the record of the fixed assets including equipment, furniture, vehicles, and other items including inventories.
• Ensure that the inventory register, and fixed assets and equipment register is maintained and updated on a regular basis.
• Review assets reconciliation and suggest for timely write-off of the items not in use.
• Prepare the list of items for auction and initiate the process as per the CSRC policy.
• Ensure security of Office Building, Furniture, Fixtures and Equipment and Vehicles through insurance coverage.
• Propose any revisions to the asset management policy as per necessity.

Outcome: All the CSRC and project assets are properly recorded, upgraded, and safeguarded.
Fleet (travelling, transportation)/Vehicle Management

• Coordinate with program, Admin and Finance team and other departments for fleet planning based on program needs.
• Lead the management of vehicle services and mobilize them in a cost-effective way as per the needs of the program.
• Oversee, enough fleets are available, functional, and meet the quality standard of rented vehicles as agreed in the service contract.
• Oversee, all administration procedures are fulfilled by the office as well as rented vehicles such as; Registration & renewable, third party insurance, valid bill book, valid license and pollution check certificate.
• Lead in conducting drivers’ orientation on CSRC policies and procedures regarding fleet and vehicles.
• Manage daily fleet movement as per request on the basis of first come first serve and communicate to the staff on time.
• In-charge of arranging vehicle, movement plan, movement tracking up and update vehicle movement planner and vehicle quality control checklist.
• Ensure that proper record system is in place like; review vehicle log book, fuel log sheet, usage and mileage calculation on various projects, daily/weekly check-up with traveller signature as required.
• Oversee the fuel consumption and mileage record is properly maintained, analysed and proceed with the payment.
• Coordinate with supplier for routine repair and maintenance of equipment and vehicles. Ensure vehicle safety is maintained.
• Ensure vehicle annual taxes paid and blue book is renewal on time and cover the third-party insurance.

Office Management

• In-charge of managing office building, its facilities and ensure that, they are working well.
• Lead to manage adequate and timely supply of stationary and other consumable items for the office and kept in the safe cupboard.
• Maintain proper record (ledger) for the consumable items on a real-time basis and proceeds purchase if the stock reached to 20% balance.
• Support for organizing sitting arrangements, and organize office equipment, furniture and non-IT equipment are in good working conditions at all times.
• Lead to manage office utilities, keep them functional and ensure that payment is being done on time.
• Coordinate with staff/visitors and purchase hotel service for organizing the CSRC events as per the requirement.
• Coordinate to arrange logistics for visitors and newcomers, including but not limited to the following: flight tickets, local transportation, accommodation, phones, contact details, maps, etc.
• Manage domestic and regional Flight tickets as per the request of staff.
• Ensure the appropriate security/guard of assets and cleaning services is in place.
• Oversee logistics of office space, utility payments, meeting room, repair/maintenance plan.

IT Management

• Ensure all staff have access to proper functioning equipment required for the job.
• Ensure software licenses are renewed on a timely basis.
• Ensure the documents are stored by all staff in the cloud/ server identified by the organization.
• Ensure new staff are added to the group emails and have access to the cloud/server as appropriate.

Other

• Maintain sound coordination and communication with all employees.
• Maintain frequent communication and coordination with the field offices, service providers and other stakeholders.
• Other tasks as assigned by the line manager.

B. Maintain cross-cutting issues:

• Ensure the cross-cutting issues of GEDSI, Safeguarding, Good Governance, Conflict of Interest mitigation, Anti-corruption and conflict transformation and others in a project implementation and personal life.
• As a staff of CSRC, contribute to the overall organizational vision, mission, goals, and core values of the organization.

2. Preferred Qualifications and Experiences

• Bachelor’s degree in management, social science and or any relevant areas.
• At least 2 years’ work experience in Admin/Logistics (Mainly in procurement, fleet/vehicle, administration, and asset management) in similar organizations.
• Ability to maintain good coordination and networking with suppliers, and consultants.
• Excellent communication skills; in both Nepali and English Language.
• Sound Knowledge to operate Microsoft office package mainly excel and email internet.
• Excellent quality of work and commitment to high standards, willingness and motivated for good service delivery with strong networking and interpersonal skills and comfortable to work under stress and emergencies.

Job-Application-Form

Place to submit: vacancy@csrcnepal.org
Website: www.csrcnepal.org

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