PROCUREMENT AND ADMINISTRATION OFFICER

PROCUREMENT AND ADMINISTRATION OFFICER – FULL-TIME EMPLOYEE

POSITION DESCRIPTION

PROJECT DESCRIPTION

USAID Trade and Competitiveness Activity is a five-year project to increase Nepali private sector participation in targeted global value chains by making them competitive, resilient, and sustainable. The Activity will chart a new growth path for private companies by supporting them to capitalize on global opportunities – targeting quality and high value exports (of products and services). It aims to foster sustainable growth, in selected value chains, by incentivizing actors (both private and public) through investments, innovations, employment, and a business enabling environment to expand their integration into the global market. The Activity is working to achieve the goal through the following objectives:

• To increase access to market-based financial and non-financial services;
• To increase productivity in sectors with high growth and employment potential; and
• To improve the investment climate and business enabling environment, for targeted sectors.
• To support private sector led economic recovery.

We are seeking a qualified candidate to fill the role of Procurement and Administration Officer to be based in Kathmandu, Nepal, for a one-year contract with option of renewal in subsequent years. 

POSITION DESCRIPTION

The Procurement and Administration Officer is responsible for the effective support of the procurement and administrative services of the Activity. S/he must ensure that all regulatory requirements (e.g., ADS, FAR and AIDAR) are met and processes are properly documented. S/he will also provide logistic support with events, international domestic travel, and other administrative requirements.

The Procurement and Administration Officer will report directly to the Operations Manager. This position is full-time, estimated 40 hours per week.

RESPONSIBILITIES

Key responsibilities include but are not limited to:

Procurement

• Process procurement of goods and services as per the program requirements, this includes preparation of Request for Quotations (RFQs)/Request for Proposals (RFPs), negotiation memos, justification memos, and receipt of quotations/proposals, bids or proposals, their evaluation, negotiation of certain conditions of subcontracts/POs in full compliance with USAID rules and regulations.
• Guarantee that solicitation-based procurement files are maintained in a current and complete manner and are audit-ready at all times.
• Ensure that all procurement requests are processed on time and align with USAID and Deloitte regulatory requirements.
• Ensure that vendors are fully compliance with the USAID and program requirements, including POs/contract’s requirements.
• Ensure timely submission of vendor payment requests to the Finance Unit.
• Maintain working relationships with appropriate vendors.
• Maintain a Procurement Trackers with status of all requests through the life cycle of the procurement process.
• Coordinate and schedules meetings with vendors for orientation training as needed in collaboration with Finance when applicable.
• Support Operations Manager in the coordination and development of Procurement Planning on a quarterly basis.

Administration

• Lead proper marking of equipment, and assets in accordance with USAID and Deloitte regulations.
• Organize logistics, such as venues, transportation, accommodations, and catering, for events of various sizes and types, including conferences, workshops, seminars, and training sessions.
• Manage the office vehicle (renewal, insurance, maintenance, daily task assignment to drivers) with the close consultation of Operations Manager.
• Prepare and the weekly security report with the consultation of Operations Manager and Director of Finance, Admin and Compliances (DFAC).
• Ensure the quality, stock/quantities and efficiency and effectiveness of daily office services (supplies for office tea & coffee, drinking water, electricity supplies, fuel for generators and office setup, etc.)
• Work closely with program staff, vendors, and other stakeholders to ensure the smooth execution of events and the achievement of program goals.
• Maintain an effective filing system (hard and soft) and update different trackers as required by the project.
• Process and ensure timely insurance coverage of all assets (e.g., vehicles, equipment, etc.) as per Deloitte policy and procedure.
• Perform other duties required or assigned by the Operations Manager, Director of Finance, Administration and Compliance, and Chief of Party. That are consistent with the qualification, scope of work, and USAID and Deloitte requirements.

REQUIRED QUALIFICATIONS

• Bachelor’s Degree in Administration or related discipline.
• Minimum 3 years’ work experience required in similar roles, preferred experience working with USAID funded activities.
• Knowledge of USAID (USG) procurement and travel policies and requirements.
• Experience with project start-up and closeout strongly preferred.
• Fluent in written and spoken Nepali and English
• Team player, willing to take direction from project management and work with others.
• Strong organizational and interpersonal skills
• Sound computer skills including knowledge of Microsoft Office® applications, particularly Word and Excel; Experience with MS PowerPoint, Access or Project a plus.
• Professional integrity and discretion in the handling of confidential information and data
• Open to travel to provinces outside Kathmandu for multiple days

Location: Kathmandu, with travel to other locations of the country as required.

Please ensure resume/application DOES NOT INCLUDE personal information such as gender, age, marital status, ethnicity, religion. We are an equal opportunity employer.

All interested candidates are requested to apply for the position through email with mentioning the job title “Procurement and Administration Officer” on the subject along with updated resume and Cover Letter to HR@tc-udhyamnepal.com by COB November 29, 2024.