Operations Officer

Helvetas Nepal is a Swiss non-governmental organization actively contributing to the improvement of the living conditions of poor and disadvantaged people in Nepal. Helvetas Nepal invites applications from dynamic and committed Nepali citizens for the following positions.

Position: Operations Officer – 1 position(s) – Open For All

Duty Station: Country Office, Lalitpur with field visits as required

Job Description

Job purpose

The Operations Officer is responsible for ensuring smooth day-to-day operational support for the organization. This role covers administrative management, logistics coordination, vehicle and inventory management, and procurement functions, ensuring compliance with organizational policies, donor requirements, and applicable regulations.

A. Key Roles and Responsibilities

1.Compliance to Policies, Rules/Regulations and Guidelines

• Adhere to policies, procedures, regulations and guidelines of HELVETAS Swiss Intercooperation (Code of Conduct; NPR-Nepal; Finance Manual; Security
• Response Guide; Gender Equality and Social Inclusion Guide; Mobbing, Sexual Harassment & Abuse of Authority; Code of Conduct Against Corruption etc.) and other specific policies applicable for organisational and donors’ visibility and communications guidelines.

2. Administration & Operation

• Oversee day-to-day office administration, including office supplies management, utilities, and facilities maintenance.
• Maintain filing systems (electronic and hard copy) for administrative, contractual, and procurement-related documents.
• Support in organizing meetings, workshops, and events, including venue booking, documentation, and coordination with stakeholders.
• Ensure compliance with organizational policies, and health & safety standards.
• Draft official correspondence, memos, and administrative reports as required.

3. Procurement & contract management

• Support procurement planning in line with program and country office for operational needs.
• Draft and issue Request for Sealed/Quotations (RFQs), Request for Proposals (RFPs), and other solicitation documents.
• Support on evaluating bids/quotations with ethical, transparency and document the selection process.
• Support on preparing Purchase Orders (POs), contracts, and service agreements, ensuring compliance with organizational and donor procurement policies.
• Support on maintaining a contract management system, tracking timelines, deliverables, and renewals.
• Liaise with suppliers, contractors, and service providers to ensure timely delivery of goods and services.
• Ensure proper documentation/filing of procurement processes for audit readiness.

4. Logistics & Inventory Management

• Coordinate international travel arrangements for staff, consultants, and visitors (transport, accommodation, visas, tickets, etc.).
• Support logistics planning for workshops, field visits, and project activities.
• Manage shipment and customs clearance processes for goods and supplies when required.
• Establish and maintain vendor relationships for logistics services.
• Ensure proper documentation and reporting for all logistics activities.
• Maintain and update inventory records for office equipment, supplies, and project materials.
• Conduct periodic physical verification of assets and prepare reconciliation reports.
• Implement proper tagging, tracking, and disposal processes for organizational assets.
• Monitor stock levels and initiate timely replenishment to avoid shortages.
• Ensure accountability and security of all stored items.

5. Vehicle Management

• Oversee the organization’s vehicle fleet, ensuring availability, roadworthiness, insurance coverage, and proper utilization.
• Develop and monitor vehicle maintenance schedules, including servicing and repairs.
• Supervise drivers and ensure adherence to traffic and safety regulations.
• Maintain accurate logbooks, fuel consumption records, and vehicle allocation schedules.
• Ensure transport policies and cost-efficiency measures are implemented and followed.

6.Other responsibilities as assigned

• As a part of the Country Office Operations & Procurement team, position holder will closely work with the Administration Officer. For gap filling during absences, there will be certain overlaps between roles and responsibilities of the two positions.

B.Job Requirements

Required Education and Experiences

• Minimum bachelor’s degree in business management or related discipline.
• Minimum 3 years of experience operating the national/international procurement processes and logistics management/supports of the organization preferably in I/NGO
• Experience working with Government officials especially for securing visas for international personnel, processing VAT refunds and custom clearance.

Required Competency

• Good time management and task prioritization skills
• Proven experience in excellent documentation, reporting, and contract management
• Result-oriented meeting deadlines
• A team player with excellent interpersonal and intercultural competencies
• Fluency in Nepali and English in both written and oral
• Ability to work under pressure and deal with multiple requests
• Commitment towards gender equality, social inclusion, and poverty reduction
• Proficiency in using office application software, especially good working knowledge of MS-Excel

Application Procedures: Interested candidates who meet the above requirements are requested to visit our website at http://apply.helvetasnepal.org and submit application through online portal. Detail job description is available on the website.

Any telephone enquiries/and or attempts to apply undue influence will result disqualification of candidates. Only short-listed candidates will be contacted for the selection process. Helvetas Nepal reserves the right to reject any or all applications without assigning any reasons.

Helvetas Nepal promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (women, Dalit, Janajati, Madhesi/Terai, and other minority communities).

Deadline for submission of application: 01 November 2025

Tagged as: Lalitpur