Job Outline

The Admin and Procurement Officer (APO) facilitates the smooth operation of the LRBSU by ensuring all necessary procurement is carried out in an efficient and timely manner. S/he will also be a member of the procurement committee. The APO will monitor Storekeeper and Transport management regarding the vehicle and driver allocations in the office. 

Qualifications and Experience

The APO shall have at least Bachelor's degree in management/business administration or related field of study and any other additional qualification is necessary to manage the overall procurement function in the office. S/he shall have at least Bachelor’s with 5 years’ experience or Master with 3 years’ experience in procurement management and/or preferably with an INGOs or any development sector. Knowledge of the laws governing procurement by the government or public institution, excellent communication skills and ability to work in a multi-disciplinary team. Experience in transport/ fleet management will be added advantage. 

Main Tasks & Responsibilities

The APO will perform the following tasks, but not limited to;

1. Procurement Management

• Carryout procurement planning periodically as per existing Operational Manual (OM), in coordination with Procurement Committee.
• Prepare procurement plan for Yearly Plan of Operation (YPO), in coordination with the Planning and Monitoring Specialist
• Maintain supplier's roster and prepare standing list.
• Perform procurement management of all works, goods and services as per OM.
• Draft and prepare bidding documents/ proposal documents / contracts.
• Ensure proper documentation for all type of procurements as per OM.
• Manage international procurement/trade (import/export) and communicate/ coordinate for tax exemption procedure.
• Coordinate with finance section, prepare payment request and expedite payments for all types of procurements.
• Prepare reports for the logistic support to DOLI, Provinces and others logistics
• Liaison with Custom offices, GoN offices, Ministries and Departments regarding procurement related issues.

2. Transport Management

• Supervise Store Keeper and Inventory Assistant regarding the deployment of driver's time, allocation of drivers to field trips and duties within Kathmandu/field as when needed.
• Monitor Store Keeper and Inventory Assistant regarding of vehicle maintenance arranging services and repairs on a regular basis, emission test certificates, etc
• Co-ordinate with Store Keeper and Inventory Assistant regarding timely delivery of construction materials, hand tools and other logistics to site and destination
• Responsible for registration of new vehicles and ensuring renewal of vehicle registration, pollution sticker and vehicle related other documents.
• Monitoring operation of motorcycle distributed to individual staff and PRBSU staff by LRBSU.
• Supervision of drivers and providing guidance on improvement of driver's skills.

3. Insurance Management and others 

• Assist in procurement of insurance service required for the office.
• Ensure the insurance status of all types of fixed asset, vehicles and other inventories and follow up the all the insurance claims.
• Ensure visa validity and renewal process for expatriate staff
• Carry out any other task as and when necessary for the office.

Shortlisting will be done on the basis of your answers while applying, please answer the questions carefully. Only shortlisted candidates will be contacted. Telephone enquiries will not be entertained.