Operations Officer

Position: Operations Officer

Department: Finance and Operations Department

Location: UWS Nepal Office, Kathmandu

Remuneration: Negotiable

Objective of the Assignment

The role is responsible for overseeing end-to-end procurement and logistics functions, ensuring timely and compliant acquisition of goods and services in alignment with UWS policies. It involves leading sourcing processes, supplier management, contract execution, and coordination with cross-functional teams to support program implementation, including the procurement and distribution of construction materials. The position also ensures transparent record-keeping, timely vendor payments, and regular updates to procurement plans and vendor lists. In addition, the role manages organisational assets and inventory through accurate record maintenance and physical verification and provides logistical support for program activities and events.

Key Responsibilities:

Procurement:

• Ensure timely and compliant procurement of goods and services in accordance with UWS procurement policies and procedures.
• Coordinate with cross-functional teams to develop and regularly update procurement plans that reflect quantity, quality, and delivery requirements.
• Prepare and maintain an up-to-date annual vendor list for both central and field offices to support the procurement of goods and services
• Lead the sourcing process, including market analysis, publication of Expressions of Interest (EOIs), supplier identification, preparation of solicitation documents, facilitation of the bidding process, evaluation of product quality and availability, negotiation, contract finalisation, and issuance of purchase orders to ensure best value for money.
• Collaborate with field program teams to ensure proper storage, timely delivery, and quality inspection of construction materials.
• Maintain effective communication with suppliers to follow up on contract execution, resolve any issues, and monitor supplier performance. Address potential inefficiencies and assist with necessary contract or purchase order amendments.
• Promote transparency and accountability in procurement processes by maintaining accurate and complete documentation and vendor records.
• Provide proactive support to field teams in the procurement, storage, and timely dispatch of construction materials to project sites.
• Track payment terms and schedules by maintaining an open order report and collaborating with the finance team to ensure timely vendor payments.
• Prepare procurement reports and ensure easy access to procurement records.

Asset and Inventory Management

• Update and maintain the organisation’s asset register, ensuring regular physical verification of all assets.
• Manage inventory records for office supplies at both central and field offices, ensuring minimum stock levels are maintained at all times.
• Ensure the safeguarding and proper handling of office equipment to prevent loss, damage, or misuse.
• Prepare periodic asset and inventory reports of the head office and the field office reflecting the actual stock balance.

Office operation and program support

• Develop and implement a maintenance schedule to ensure timely servicing of vehicles and regular upkeep of all office equipment.
• Provide logistical support to program teams by coordinating training and workshop arrangements, including venue identification and setup.
• Ensure the effective functioning of office equipment through regular monitoring, maintenance, and timely troubleshooting.

Candidate Specifications

Education & Professional Qualifications

• Prior working experience with I/NGO/ will be highly encouraged.
• Master’s degree in finance/accounting/management.
• Minimum 3 years of extensive experience in managing the procurement system of INGO.

Desired Skills & Competencies

• Advanced Proficiency in MS Excel.
• Experienced in managing procurement of construction materials in remote settings.
• Experience in capacity building
• Advanced fluency in the English language (verbal and written).

How to Apply

To apply for this position, please send a comprehensive CV (max 2 pages) and a supporting statement (no more than 2 pages) to info.nepal@uwsglobal.net. The deadline for the application is 5:00 p.m. on August 4, 2025.

You should give the names, positions, organisations, and telephone contact numbers of two referees, one of whom should be your current/most recent employer. References will only be taken once your express permission has been granted.

UWS Nepal is an Equal Opportunity Employer. We are only able to accept applications from candidates who have the permanent right to employment in Nepal. UWS is committed to the safeguarding of children, and ensuring we recruit safely is central to this commitment. All applicants will be required to undertake a DBS (Disclosure and Barring Service) check as a condition of employment.

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