Procurement and Logistic Consultant (Short Term)

TERMS OF REFERENCE (ToR)

Procurement and Logistic Consultant (Short Term)

BACKGROUND:

Trafficking in Persons (TIP) is a global problem that is multidimensional and multisectoral and thus is a complex issue that requires multi-disciplinary solutions with many stakeholders. Nepal is a source, transit, and destination country for sex, labor, and organ trafficking. The 2018 “Walk Free Foundations Global Slavery Index” revealed that two-third out of 40.3 million people around the world who have been living under the modern slavery are in Asia and the Pacific. Out of them 70 percent are women and girls. According to that data 6 percent of total population of Nepal are compelled to live under modern slavery (Walk Free Foundations Global Slavery Index can be accessed here). The Hamro Samman project is a five-year program generously supported by the American people through the United States Agency for International Development (USAID) and the British people through the United Kingdom’s UK Aid and implemented by Winrock International. It seeks to build the capacity of and facilitate coordination among the Government of Nepal (GON), civil society, and private sector to combat human trafficking in Nepal.

OVERVIEW:

The Hamro Samman Project is seeking qualified consultant to support Administration Unit of Hamro Samman Project. Procurement and Logistics consultant will closely work under Administration Officer on Administration, Procurement and Logistic support for the project activity with ensuring Policy and Compliance requirement of donors and organizations.

TASKS AND OUTPUT:

The Consultant will undertake the following duties and responsibilities:

Procurement:

• Ensure all procurement processes are in line with Winrock International/Hamro Samman’s policies and procedures.
• Support on the procurement of office supplies, materials/equipment preparing purchase requisition, obtaining price quotations, and compiling them with the necessary documents
• Initiate the Annual vender identification and finalize for Stationeries, Kitchen and cleaning Supplies, Hotel accommodation, Venue for workshops and meeting, Vehicle hire, Office supplies and printing items, ticketing, Vehicle maintenance and Office equipment servicing and maintenance, repair and maintenance of Office premises etc
• Manage and update the procurement tracking sheet, including in relation to assigning progressive numbering to purchase requisitions, monitoring progress of each procedure and flagging any issues/delays (verify/ complete purchase requisitions, prepares solicitation documents, sets up evaluation committees (as needed), completes the comparative analysis and selection documentation, prepares purchase order or contract for review and approval)
• Maintain and update the vendors/supplier roster up to date.
• Advising teams on the appropriate procedure to follow for a given procurement need.
• Implement all instructions posted on online or printed media for procurement.
• Arrange/Deliver/Supply the procured/available goods and items as per the request received from the staffs.

Administration and Logistics:

• Facilitate all Administration and Logistics needs and aspects of Project
• Ensure logistic support for organizing events as per the request received from Program.
• Facilitate travel arrangements including accommodations, internal and international flights, Visas, as needed in advance of field visits and vehicle hiring if required
• Handle office management functions including maintenance of the building and office equipment, arranging off-site archiving
• Support Administration Officer for the physical verification of inventories, equipment disposal and handovers to partners and beneficiaries.
• Keep the inventory properly branded and marked.
• Filing and organizing administrative files and documents.
• Responsible for front desk activities, respond phone calls, take message as needed
• Regular check on the vehicle logbooks is properly filled and maintained and regular maintenance of the office vehicles.
• Prepare and maintain the Fuel Efficiency Tracker, vehicle maintenance log, Utilities tracker.

TIMING, DURATION AND LOCATION:

The consultant should be able to start as soon as possible. This will be estimated 2 months contract on level of effort (LoE) i.e., per day basis. The work will be based on Kathmandu office.

QUALIFICATIONS:

Education: Bachelor's degree in management or a related field.

Technical: Minimum 3 years of experience in administrative, procurement, logistics, fleet management and office support and relevant experience under USAID funded Project.

Experience/Skills/Knowledge:

• Experience on procurement, logistics and fleet management
• Experience in managing multiple procurement procedures simultaneously
• Experience managing multi tasks, priorities under pressure and attention to detail
• Experience on vehicle management, monitoring and logistic arrangement
• Experience on USAID project and/or in any US Government funded project, is preferred
• Knowledgeable on supply management.
• Understanding of data privacy standards
• Proficiency with Microsoft Excel, Word and Outlook applications
• Familiarity using spreadsheets and calculation software.
• Customer-service skills, team player, solution-oriented, problem solver who can deliver a high-quality service result in a fast- paced environment
• Good communication skills both written and oral, in English and Nepal

TO APPLY: Interested Nepalese nationals can submit the following documents to HamroSammanRecruitment@winrock.org with the subject “Application for Procurement and Logistics consultant" in the subject line. Application closes on January 15, 2023.

• A cover letter and resume/CV outlining relevant experience and work references.
• Gross NPR daily fee
• PAN registration required.

All employees and consultants must adhere to USAID, UK aid and Winrock International’s code of ethics, and specifically child safeguarding and trafficking in persons provisions covered in the project agreement.