Senior Administrative and Logistic Officer

Senior Administrative and Logistic Officer

iDE has been in Nepal since 1992, developing market systems that provide simple innovations to help rural communities get out of poverty. Our long-standing presence in Nepal is a testimony to adaptive learning, continual innovation, and commitment to delivering meaningful impact. From the germination of an idea, through research, piloting, and its evolution into impactful and scalable solutions, iDE possesses an unparalleled understanding of Nepal's market dynamics. This deep insight has enabled us to diagnose critical value chain bottlenecks, paving the way for strategic interventions that open doors of opportunity for the marginalized.

iDE Nepal’s holistic approach to market development is what truly sets us apart. In addition to identifying market opportunities for marginalized populations, we nurture them from seed to fruition. We work hand-in-hand with the private sector, forge partnerships with governments at every administrative level, collaborate with global development partners, and most crucially, have earned the trust and partnership of the rural communities we serve. Our expansive reach, covering all seven provinces, and our continued efforts towards inclusive and resilient market development, stand testament to iDE Nepal's unwavering commitment to making a difference—one innovation at a time.

International Development Enterprises (iDE) Nepal is seeking for a Senior Administrative and Logistic Officer to oversee its projects and operations. This position involves overall coordination with all relevant stakeholders and ensuring the effective delivery of administration, procurement, safety and security, and vehicle management functions for iDE Nepal.

This position reports to the Director of Finance and Operations (DFO).

The responsibilities include

Office Management/ Administration

• Formulate and update policies and update for all iDE Nepal offices. Orient and provide refresher training to staff to help them understand the systems, policies and procedures of the organization.
• Coordinate and liaise with concerned government ministries, embassies, agencies, and other international and domestic NGOs for all administration matters.
• Ensure all lease contracts are in place and renewed/terminated as required.
• Oversee contracts of all office equipment’s maintenance and ensure regular maintenance.
• Ensure storage management and disposal of old records beyond requirement under the donor, iDE or government regulation.
• Oversee work stations arrangements and movements by ensuring new staff, hosting, partners have appropriate space, equipment, and supplies for work.
• Ensure all travel requests for national and international travels including booking vehicles and accommodation, purchasing tickets and travel insurance, arranging visas, etc. are followed up in a timely manner.
• Oversee office opening and closing procedures and negotiation with all office landlords for price, maintenance repairs.
• Oversee workshops, visitors and other events as requested.
• Prepare for and coordinate various office social activities, i.e. team building, staff retreat, celebrations.
• Coordinate and work closely with the regional team for the regional office’s inventory, vehicles, and motorbikes management.
• Provide support and facilitate visa e for expatriate and local staffs
• Liaise with the Tax Department to ensure that the Organization Certification is up to date.
• Ensure office and vehicle insurance is up to date.

Procurement

• Manage procurement processes and ensure policies and procedures are being followed.
• Ensure budget holder and thematic lead provide annual/quarterly procurement plan and initiate procurement plan discussion with budget holder.
• Lead annual approval of Required Supplier and Authorized Supplier List and ensure supplier database is updated.
• Review and feedback on Procurement Analysis Reports quarterly with the manager to identify issues and find solutions.
• Maintain pricing of goods and services and provide updates to budget holders to support budgeting.
• Ensure all procurement documentation is compliant with iDE and donor policy.
• Ensure Tax Obligations are met under Nepal's tax regulation and coordinate with line ministries and peer networks on administrative compliance to laws.
• Serve on Procurement solicitor for sealed and open bids as required

Assets and Inventory Management

• Monitor and maintain office stocks, equipment, assets, vehicles, and motorbikes
• according to policy and work with the Finance team to code and conduct inventory count two times a year oras and when required.
• Manage assets register by working closely with IT consultants and Project teams by labelling all assets.
• Regular review of asset disposal and submit recommendations at least once a year.
• Quarterly reconciliation of all assets register with the accounting ledger and submitted to Director of Finance and Operations for signed off.
• Carry out physical asset's verification minimum once a year and before project close at country office and regional offices and is documented.
• Conduct monthly spot check on stock - stationary, monthly office supplies and sign off.
• Coordinate assets handover process which include approval by donor and handover to beneficiary with Program/Project Manager at least 3 months prior to close of project.
• Prepare periodically reports on inventory, stationary, supplies, kitchen supply, vehicle and motorbike maintenance and its cost analysis.

Safety and Security Focal Person

• Serve as the Safety and security primary focal point and share messages to staff as appropriate.
• Provide capacity support and training to Regional Offices to ensure that they are equipped with safety and security equipment/tools. Maintain and update all contact list (staff, partners) as and when required.
• Communicate any safety and security issues to Country Director in timely manner
• Ensure guard company contracts are updated, relevant to tasks needed, fulfilling contractual obligations

Vehicle and Driver Management

• Manage drivers and ensure policies and procedures are being followed, verify monthly fuel consumption, and overtime.
• Ensure drivers are fulfilling obligations and expectations of passengers. Get feedback from staff and manage vehicle/driver issues.
• Ensure the vehicle management train and orient drivers for fleet management.

Others

• Establish and maintain formal and informal links with suppliers, service providers, agencies to ensure that the organization is providing the appropriate range and quality of services.
• Develop a database of internal and external contacts.

Qualification and experience:

• Master’s degree with 3 years’ experience at Officer level or Graduate with 6 years' experience.
• Master’s degree in management or similar disciplines and Minimum 3-year experience in Procurement, General Administration, Asset and Inventory management, building management, security procedures, and vehicle management in an International organization, with strong managerial and supervisory skills.
• Knowledge of the principles and practices of Administration, outstanding interpersonal relationship building and employee coaching skills, demonstrated ability to provide follow up on a timely basis and keep stakeholders informed of status of projects, experience in developing and implementing process improvements,
• Ability to maintain the highly confidential nature of administrative and procurement work.
• Ability to work independently, and under pressure, Strong reasoning, decision-making, and sound judgment.
• Understanding of labour law, and other applicable rules and regulations in Nepal,
• Proven integrity and character, especially in the stewardship of resources, transparency and accountability, proven track record of achieving results.
• Willing to travel and work in the field, as required, and Computer literate: MS Word, Excel, PowerPoint, and any Fixed assets Management database

Other professional experiences:

• Relevant experience in the development sector, with significant exposure to project leadership, planning and implementation; coordination; community mobilization; monitoring and supervision at field level.

Skills and qualities:

• Have a passion for iDE mission and a strong desire to impact an up-and-coming non-profit organization,
• Be an innovative and creative thinker; you are not afraid to try something new and inspire others to do so,
• Have a very high level of personal and professional integrity and trustworthiness,
• Have a strong work ethic and require minimal direction, work well independently as well as part of a team, thrive in a fast-paced and fun environment, good communication, coordination, collaboration and influencing.
• Capable of working under pressure in a fast-paced environment.
• Flexible and adaptable approach to shifting patterns and hours of work, ability to work flexible hours from time to time. A 'can-do' attitude and resilient character with the ability to manage expectations.
• Flexibility and independence to work in a changing environment.
• Ability to work independently.

How to Apply

Interested and qualifying applicants can submit their application to the following Letter and CV in English, with both phone and email contact details of at least 3 professional references to the following link https://apply.workable.com/ide-global/j/8A7CFAC6B0/ by January 19, 2025.

Benefits

As per the iDE norms.

iDE Nepal is an Equal Opportunity Employer. Women and Members of Disadvantaged Caste, Ethnic and Religious Groups are Strongly Encouraged to Apply.