Procurement & Logistic Officer

Shechen Karuna is a Non-Profit Organization based in Kathmandu with field offices in remote areas of Nepal. Shechen Karuna supports and works with Rural Municipalities of Nepal to implement projects in 5 thematic areas, which are Food Security, Economic Development, Education, Health & Hygiene and Environment. 

Shechen Karuna invites applications for the below mentioned position, from interested professionals. 

Position: Procurement & Logistic Officer (Full Time)

Duty Station: Central Office Boudha, Kathmandu with frequent field visits

Key Responsibilities:

Planning & Coordination Duties

• Coordinate with all program teams and be responsible for developing monthly procurement plans and implementation of procurement strategies for cost efficiency and quality products.
• Formation of procurement committee with concerned team members.

Purchasing of goods & services duties

• Receive /Issue and check Purchase Requisition for all the materials and equipment.
• Initiate the purchase process of any goods/ services after receiving the approved purchase requisition.
• Preparation of SBA summary or comparison sheet of received quotations, discussed with procurement committee and issue of Purchase orders to the vendors after approval by supervisor.
• Timely track of Purchase Order serial numbers and ensure that the process completes within the time frame provisioned in the procurement policy.
• Assist in developing bid documents, publishing of EOI & preparation of contracts for national and international tenders.
• Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements.
• Preparation of GRN, proceed for payments, and timely follow up of party/ suppliers’ payments.
• Reviewing, comparing, analyzing, and approving products and services to be purchased.
• Maintaining all accurate procurement documents, proper filling and pricing records.
• Provide periodic reporting for management on purchasing, controls, and processes.
• Ensure principles of value for money, transparency, fairness, efficiency, and accountability are implemented in purchasing activities.
• Manage contract performance that includes delivery, receipt, warranty, damage and insurance.

Vendors/suppliers Management Duties

• Seek and partner with reliable vendors and suppliers.
• Maintain and update supplier information such as qualifications, the timing of deliveries, product ranges, etc.
• Ensure clear requirements documentation such as Tax/vat clearance, company registration, official bank account details etc.
• Maintain good supplier relations and negotiate contracts to obtain the best price and services.
• Track and report important functional indicators to reduce expenses and increase effectiveness.
• Prepare supplier database and develop annual purchasing contract and agreements with the regular vendors.
• Keep vendors list up-to-date at any point of time.

Legal and Statutory Compliance duties

• Follow all the Shechen Karuna procedures, guidelines, SOPs and instruct procurement policy while performing the activities related to procurement.
• Keep in consideration the legal requirements of Nepal government procurement act while performing the procurement activities

Inventory Management Duties

• Manages inventory tracking system to record deliveries and stock levels.
• Timely do the physical verification of received inventories and existing stocks.
• Receive, store, Issue, and entry of stocks to staff as per requirement. 
• Preparation of stock and inventory handover documents.
• Keeps accurate records of stock inward and outward. 
• Timely dispatch of project materials to the fields as per requirements and preparation of waybills.
• Preparation of monthly stock reports.
• Request, purchase, and refill of required stocks such as office stationeries, kitchen items, housekeeping goods, printer toners etc.

Petty cash Management Duties

• Handle, compute, and summarize all the petty cash expenses.
• Prepare documentation or voucher of the recipient in all cash transactions and approved by Admin and Finance Director before reimbursement.
• Timely reimbursement, claims, and disbursement of petty cash and maintain petty cash float.
• Prepare petty cash expenses summary while submitting the summary to Finance.
• Follow Shechen Karuna’s Procurement policy regarding petty cash management.

In addition to the above points this position will provide support in overall procurement and logistics tasks as well other related tasks assigned by Senior Management Team of the organization. In performance of the overall responsibilities, the incumbent must adhere to the working culture and values of the Karuna Shechen.

Educational Qualifications and Experience:

• Bachelor’s degree in Business Management or related field with minimum 3 years of experience in Procurement & Logistics

Other Requirements:

• Solid knowledge and understanding of logistics procedures, policies, and systems
• Should have a clear understanding of procurement ethics
• Proficient computer skills, including Microsoft Office suites
• Excellent English verbal and written communication skills
• Ability to prioritize, and manage time efficiently
• Good analytical and strategic thinking skills
• Strong negotiation and organization skills

To apply: Please send an email mentioning the position applied for in the subject line with expected salary to nepal@karuna-shechen.org  with a motivation letter and an updated CV with two references. The application needs to be received by 17:00 Hrs. of January 24, 2025. 

We offer competitive benefits in line with market standards.

CV screening will be done on rolling basis. Early submission is encouraged, as interviews may be scheduled before the application deadline. Only shortlisted candidates will be contacted for further selection process. Telephone inquiries will not be entertained. 

Shechen Karuna is committed to a diverse workforce in terms of gender and culture. Applications from women, ethnic and marginalized groups are highly encouraged to apply. Canvassing at any stage of the process will lead to disqualification.