Location: Kathmandu with frequent travels to the field
 

Reports to: Logistics Manager

Procurement and supply management- 40%

• Managed purchasing functions of goods and services in compliance with PIN, donors and government regulations under supervision of Logistics Manager.
• Coordinate/Support to the programme team to raise and compile Purchase Request Form (PRF) to proceeds the procurement under the supervision of Logistics Manager.
• Lead to Request for Quotation (RFQ) and Tender documents in close coordination with Logistics Manager.
•  Coordinate to build professional liaison and coordination with potential suppliers and collect quotations/bids as required.
• Assist the Logistics Manager in conducting market research and ensure best value for money while purchasing goods and services.
• Lead to update procurement status tracking sheet, supplier’s database and contracts regularly.
• Lead to prepare contract and purchase order for the procurement of goods and services.
•  Managed to archive procurement documents in ELO/Navision regularly.
• Coordinate with programme team and support logistics manager for preparing Annual Procurement Plan (APP) and support to update them as required.
• Coordinate with finance, field programme team to sort out procurement related issues if any in close coordination with logistics manager.

Fleet (travelling, transportation) Management-30%

• Coordinate with programme Managers, Logistics Manager and other departments for fleet planning based on programme need.
• Lead to purchase vehicle services and mobilized them in a cost-effective way as per the need of the programme.
•  Oversee, enough fleet are available, functional, and meets the quality standard of rented vehicles as agreed in the service contract.
• Oversee, all administration procedures are fulfilled by office as well as rented vehicle such as; Registration & renewable, third party insurance, valid bill book, valid license and pollution check certificate.
• Lead on conducting drivers’ orientation on PIN policies and procedures regarding fleet and vehicles.
• Manage daily fleet movement as per request in 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; vehicle log book, fuel log sheet, daily/weekly check-up with traveler signature as required.
•  Oversee the fuel consumption and mileage record is properly maintained, analyzed and proceed for the payment.
•  Coordinate with supplier and rented drivers for routine repairs and maintenance, replace of vehicle in case of requirement and settled the payment of rented drivers.

Office management-20%

•  Manage domestic and regional Flight tickets as per the request of staff.
• Coordinate with staff/visitors and purchase hotel service for organizing the PIN events as per the requirement.
•  Coordinate to arrange logistics for visitors and newcomers, including but not limited to the followings: flight tickets, local transportation, accommodation, phones, contact details, maps, etc.
•  In charge of managing office buildings, its facilities and ensure that, they are working well.
• Lead to manage adequate and timely supply of stationary and other consumables items for office and kept in safe cupboard.
• Maintained proper record (ledger) for the consumable items in a real time basis and proceeds purchase if the stock reach to 20% balance.
• Support for organizing sitting arrangement, 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 doing on time.

Other -10%

•  Adhere to PIN Code of Conduct and key policies including Child Protection Policy and Safeguarding Policy.
• Other tasks as assigned by line manager.

Requirements:

• Bachelor degree in management, social science and or any relevant areas.
• Ability to maintain good coordination and networking with suppliers, partners organizations, and consultants.
•  Excellent communication skills; both Nepali and English Language.
• At least two years’ work experience in Admin/Logistics (Mainly in procurement, fleet and warehouse management) in I/NGOs sector.
• Sound Knowledge to operate Microsoft office package mainly excel.
•  Ability to prioritize the work and willing to work in anticipated emergency situation.

Job Detail Expired

Contact Detail