Logistics and IT Officer-Karnali (Surkhet )

Logistics and IT Officer

Location                      : Based in Karnali Province (Surkhet)

Reports to                   : Operations Lead based in Karnali Province

Geographical coverage: Karnali, Lumbini and Sudurpaschim Provinces  

Application Deadline : May 23, 2024

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance. PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has been for example one of the pioneer organizations advancing programmes such as landslide disaster preparedness and anticipatory action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Scope of Work

Logistics and IT Officer is member of support department who manages supports the logistics functions and provide the IT supports to of field based staff and its office in close coordination with Program team, field office staff and other respective departments for the effective delivery IT and logistics support functions. S/he will be in charge of managing Assets and warehouse (Stock/Inventory) in line with logistics operating procedures, also supervise Karnali based Support staffs.   S/he will work Closely with IT and Logistics Coordinator based in Kathmandu for IT related works. This includes but is not limited to the following roles and responsibilities.

Key Job Responsibilities

Procurement and supply management - 40%

• Managed purchasing functions of goods and services in compliance with PIN, donors and government regulations under supervision of Operations Lead.
• Coordinate/Support to the programme team to raise and compile Purchase Request Form (PRF) to proceeds the procurement under the supervision of Operations Lead.
• Support to Request for Quotation (RFQ) and Tender documents in close coordination with Operations Lead.
• Coordinate to build professional liaison and coordination with potential suppliers and collect quotations/bids as required.
• Assist the Operations Lead 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 regularly.
• Coordinate with finance, field programme team to sort out procurement related issues if any in close coordination with Operations Lead.
• Manage domestic and regional Flight tickets as per the request of staff.

 IT management accounts- 20%

• Manage IT functions of People In Need at field offices in close coordination with IT Coordinator based in Kathmandu office.
• Installation of Laptops with PIN image, KPP installation, manage WIFI-vouchers, and connect the laptops to Microsoft Entra ID (previously known as Active Azure Directory).
• Manage general IT related troubleshooting of staff like; fixing laptops, printer, network, email, internet as per request.
• Oversee IT facilities and keep them always updated, functional and maintained on time i.e networking, internet, data security, etc.
• In charge of managing  IT equipment and regular repair and maintenance to keep them in good working condition at all times.
• Manage to provide IT equipment needed for new staff.
• Keep proper movement record of IT related equipment.
• Coordinate with NPL IT Coordinator for IT functions as required and sort out the issue if any.
• Purchase IT related required items in close coordination with Logistics / IT Coordinator.

 Fleet (travelling, transportation) Management-20%

• Coordinate with Programme Managers, Operations Lead and other departments for fleet planning based on programme need.
•  Support Operations Lead to purchase vehicle services and mobilized them in a cost-effective way as per the need of the programme.
• 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.
• 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 traveller 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.

Fixed and non-fixed asset registry - 5%

• Provide support for assets tracking, tagging, recording and to document movement of assets in a real time basis.
• Ensure all assets are functional and maintained regularly as per requirement.
• Ensure fixed assets i.e office two wheelers and four wheelers are insured and renewed on time as per the requirement.
• Archive liability agreements with responsible holder of assets (SharePoint and ELO).
• Support on physical verification of PIN and Partner fixed assets  periodic basis
• Coordinate with NPL Fixed Asset Focal Person regarding any issues relating to Fixed and Non-Fixed assets

Warehouse (Stock/Inventory) management - 5%

• Oversee warehouse and ensure its facilities are well maintained and utilities are working well.
• Ensure warehousing equipment are in good working conditions at all times.
• Ensure safe storage and security of stocks.
• Maintain project wise warehouse (physical/virtual) as per the requirement.
• Update items wise stock card in real time basis with proper documentation (GRN, GDN, Donation Contract, Distribution list).
• Maintain filing system of stock movement with proper documentation like, GRN, GDN, Stock Taking, DA, Stock card, Contract of Donation, Distribution list of each project.
• Support NPL Stock Management Focal Person to conduct quarterly and year end physical stock count where applicable.
• Manage receipt, dispatch and distribution of stocks as per project requirements.
• Timely inform to NPL Stock Management Focal Person for any issue arises related to stock. 

Office management-10%

• 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, 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 done on time.

Additional                                                                                                                                                                                              

• Adhere to PIN Code of Conduct and key policies including Child Protection Policy and Safeguarding Policy.
• Other tasks as assigned by line manager.
• Supervise a team consisting of drivers, cleaner/cook, security guards, and logistics assistant/support staff.

• Required Education, Experience and competencies

• Bachelor degree in management, Information and Software Technology, and or any relevant areas with at least 2-3 years’ experience in relevant position
• 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 IT support, 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.

EMPLOYMENT CONDITIONS AND BENEFITS

• Salaries are according to People in Need Salary Scale. Candidates will be informed about the salaries in the beginning of the recruitment process
• Health insurance for both in-patient and out-patient care with maximum benefit limit of NPR 300,000.00 per year per person (Including dependents)
• Accident insurance for all injuries during work time NPR 3,000,000 per year (For Staff only)
• Compensation leave for working overtime when requested by the Line Manager
• Maternity, Paternity and mourning leave as per the labour law
• Communication or internet allowance on monthly basis (Reimbursable)
• Capacity Building program, both internal and external trainings - Induction training, internal online opportunities, such as access to e-learning platform and live webinars
• International environments with opportunities to learn from other country programs and HQ office in Prague
• Per diem for working outside of the duty town depending on the location. Full reimbursement of accommodation and transportation during business trips (as per the organization’s policy)
• Friendly and fair environment in small collective structure where everyone knows each other
• Work hours are from 9:00 am - 5:00 pm, Monday to Friday with 30 mins break for lunch

How to Apply

Submit an updated CV and Motivation letter before the deadline of May 23, 2024. Please note, that applications will be reviewed on a rolling basis, and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn before the deadline thus early submissions are strongly encouraged. No phone calls will be entertained.

PIN promotes equal opportunities. Women, Dalits, Minorities (ethnic, sexual & gender), Janajati, persons with disability, and candidates from Local Province(s) are strongly encouraged to apply!

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and is committed to promoting the welfare of children and adults with whom People in Need is involved. People in Need expects all staff to perform job duties and responsibilities following the People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Note- If you need reasonable accommodation (especially for people with disability) to proceed with our recruitment process, please mention so in the cover letter.

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