Logistics & Procurement Coordinator

Posiiton: Logistics & Procurement Coordinator

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We believe in the power and potential of every child but know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. We support children’s rights from birth until they reach adulthood and we enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

We won’t stop until we are all equal.

ROLE PURPOSE

The position holder will be responsible to coordinate and manage logistics and procurement support for humanitarian and emergency response operations. The position will ensure the timely, efficient, transparent, and compliant procurement of goods and services, overseeing warehouse, fleet, transportation, inventory, and other logistics functions. including administrative support in compliance with Plan International Nepal’s policies and procedures for smooth functioning the Nepal Flash Floods in Project area.

Dimensions of the Role

• Budget accountability: N/A
• Reports to : Operation Manager
• Internal and External interfaces:

Accountabilities

Logistical Support

• Coordinate overall logistics support for humanitarian and emergency response activities.
• Ensure timely provision of logistics services, supplies, transportation, warehousing, and other operational support.
• Coordinate with programme and response teams to understand priorities and anticipate logistics requirements.
• Identify logistics constraints, risks, and access challenges and propose practical solutions.
• Coordinate with relevant suppliers, logistics networks, and other stakeholders as required.
• Provide leadership role for planning and coordinating entire procurement system ensuring policies, and procedures.

Procurement Management

• Lead and coordinate procurement of goods and services in accordance with organizational procurement policies, donor requirements, and applicable regulations.
• Ensure procurement is conducted transparently, competitively, ethically, and cost-effectively.
• Identify reliable suppliers and negotiate competitive prices, delivery terms, and service agreements.
• Monitor procurement lead times and ensure timely delivery of emergency and programme supplies.
• Apply emergency procurement procedures and thresholds when activated.
• Ensure proper procurement documentation and filing for audit and compliance purposes.
• Bills/invoice is forwarded to Finance within plan policy after the goods/services satisfactorily received.

Warehouse & Inventory Management

• Manage and oversee response warehouses and ensure proper storage and handling of relief and programme supplies.
• Ensure proper receipt, storage, packing, dispatch, and delivery of supplies.
• Conduct regular physical inventory counts and reconcile stock records with physical stock.
• Ensure appropriate storage conditions, security, safety, and efficient use of warehouse space.
• Monitor stock levels and provide timely alerts regarding shortages, excess, damaged, or expired items.
• Maintain proper documentation for all stock movements.
• Ensure relief items are dispatched to programme locations and partners in a timely manner.

Fleet & Transportation Management

• Coordinate fleet and transportation requirements for humanitarian response activities.
• Develop vehicle allocation and movement plans based on operational priorities.
• Monitor vehicle utilization, fuel consumption, maintenance, repairs, insurance, and documentation.
• Ensure vehicles are safe, roadworthy, and properly maintained.
• Coordinate transportation of relief items, equipment, and personnel to response locations.
• Identify appropriate transportation solutions considering road conditions, access restrictions, security, and cost.
• Maintain accurate fleet records, vehicle logs, fuel records, and maintenance schedules.
• Coordinate with drivers and transport service providers and ensure compliance with organizational procedures.

Partner Logistics & Procurement Support

• Provide technical support and guidance to partner organizations on procurement, logistics, warehouse, fleet, and inventory management.
• Support partners to develop and strengthen logistics and procurement systems and procedures.
• Provide coaching, mentoring, and technical guidance to partner logistics staff.
• Support partners to comply with organizational, donor, and humanitarian standards.

Cash Fund Transactions

• Manage cash fund transactions and accurately maintain record of expenditures and cash balance on a daily basis
• Process for cash fund replenishment once spending exceeds 50%
• Ensure payment requests are approved by concerned authority and has supporting documents before releasing payment out of cash fund
• Ensure cash fund is kept safely and used for official transactions only
• Promptly issue ORF for cash refund to Plan, made by staff or external parties and hand over the case to Finance for Bank deposit

Provide general administrative support in Field Office

• Arrange the hotel booking, accommodation and hall for any official visits/events/workshops
• Proper documentation and record keeping of field office related legal documents
• Review and forward claims submitted by the staff members medical claims

Technical expertise, skills and knowledge

Knowledge and Experience

• Master Degree in management with 3 years of experience or a Bachelor’s Degree with 5 years of experience in the relevant sector; Having experience working in Emergencies is an added advantage
• Clear understanding of the development sector, its operating and regulatory environment (in Nepal)
• Clear understanding of the socio/political economic and cultural issues of Nepal, specifically post located districts of the country.
• Clear in-depth technical and practical knowledge and understanding of the relevant job domain.

Skills Required

• In depth knowledge of financial system, financial management and reporting.
• Updated knowledge in taxation laws and statutes of the country.
• Operational planning & execution
• Analysis & reasoning and solution driven
• Managing work relationships (internal/external)
• Communicating, one to one, in groups both in writing, verbally, presentations and reports, in English, Nepali and relevant local languages.
• Preparation and management of budgets and assessment of financial implication in work situations
• Facilitation, negotiation and networking
• Persuasion and ability to influence
• Ability to problem solve, handle setbacks and pressure

Plan International’s Values in Practice

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

6. Articulates a clear purpose for staff and sets high expectations.
7. Creates a climate of continuous improvement, open to challenge and new ideas.
8. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
9. Evidence-based and evaluates effectiveness.

We work well together

10. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
11. Builds constructive relationships across Plan International to support our shared goals.
12. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
13. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

14. We empower our staff to give their best and develop their potential
15. We respect all people, appreciate differences and challenge equality in our programs and our workplace
16. We support children, girls and young people to increase their confidence and to change their own lives.

Physical Environment

• Based in Nuwakot

Level of contact with children

• Low contact: Occasional interaction with children.

Location: Field Office-Nuwakot

Type of Role: Short-term (6 months)

Reports to: Operation Manager

Grade: C2

Closing Date: 17 September 2026

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.

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