Procurement and Admin Officer

Procurement and Admin Officer

Location: Kathmandu

Introduction

Nepal In Business (NiB) is a five-year program (July 2024 – 2029) implemented by DAI Global UK and funded by FCDO. The primary goal of NiB is to unlock economic prosperity by driving growth, expanding businesses domestically and internationally and addressing income poverty in Nepal. The Program will provide technical support to small and medium sized enterprises (SMEs) to enhance their organisational effectiveness through improved management and productivity, thereby making them globally competitive and helping them to grow and connect in the global value chain. This will thereby lead towards achieving business growth and creating new jobs. NiB will also engage with government to create a more conductive business environment and crowd-in private investment. NiB will promote more inclusive business models and contribute towards poverty reduction by prioritising jobs for women and people from disadvantaged groups.

NiB will adopt a firm focused comprehensive approach to enhance productivity and competitiveness of targeted private sectors in five priority sectors located in the three provinces and industrial corridors to make them globally competitive.

Duration

NiB runs for an overall period of 5 years, from 15th July 2024 to 15th July 2029. The Procurement and Admin Officer is initially required from 5th November until 14th July 2029 at 100% with the possibility of extension as the programme progresses.

Key Tasks and Responsibilities

The Procurement and Admin Officer is responsible for ensuring integrity, fairness, and openness in all project procurement processes, as well as adherence to policies, procedures, and controls. The main responsibility for this position is to conduct the procurement of goods and services and oversee the management of sub-awards, in-kind support goods, and services, including purchase orders and subcontracts. The Procurement and Admin Officer will oversee solicitations and price/cost/reasonability analyses and ensure complete backup documentation is collected prior to submission to Finance and Operations Manager.

Responsibilities

• Procurement Management Systems

– Enforce adherence to DAI’s operations and procurement processes and procedures.

– Maintain electronic procurement records and files of all required backup documentation in the relevant DAI’s system platforms, including hard copy files.

•  General Acquisition & Procurement Responsibilities

– Manage solicitation bids and quotes from vendors in adherence with DAI policies & approved requisitions and quarterly procurement plans.

– Collect and review requisition documentation, cost estimates, statements of work, and other required information from bidders.

– Assist staff in the preparation of clear SOWs/procurement specifications.

– Determine source selection methods for procurements.

– Serve as a non-voting chairperson on procurement evaluation committees in accordance with DAI policies/procedures and threshold.

– Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process.

– Ensure pricing information is accurate and aligns with acquisition policies, conduct price/cost/reasonability analyses, and prepare cost evaluation data, and source selection documentation.

– Ensure integrity, fairness, and openness in the procurement process as well as adherence to policies, procedures, and controls.

– Ensure DAI, FCDO and NiB policies and procedures are followed and enforced.

– Identify and qualify potential suppliers (and products/services) through market research efforts.

– Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.

– Monitor, track, and expedite all project procurement activities and delivery status of goods/services and communicate with vendors as needed.

– Evaluate vendor performance.

– Provide accurate information for inventory management.

– Other duties assigned by the Finance and Operations Manager

Qualifications

•  Bachelor’s degree required, degree in finance/business or related field preferred.
• A minimum of 2 years/master’s degree or 4 years/ bachelor’s degree with relevant experience in development sector procurement, logistics, or another related area.
• Familiarity with FCDO rules and regulations preferred.
• Previous experience with DAI policies, procedures, and systems is advantageous.
• Ability to work within deadlines
• Strong communication skills both written and oral in English and Nepali.

Supervision and Location

The role will report on a regular basis to the Finance and Operations Manager and be based out of the Nepal in Business Office in Kathmandu, Nepal.

Prepared by: Kate Heinrich – Jones, (Country Programme Manager)

Approved by: Joe Phillips (Programme Director)

Closing date – 4th November 2024