Reviews purchasing requests ensuring the adequacy of details and specifications and obtains addi-tional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions con-sistent with requirements to achieve cost savings; determines the availability of funding sources
Records, prioritizes and determines the appropriate procurement method to satisfy each require-ment
Identifies and recommends potential sources of procurement; interviews potential suppliers and prepares a list of invitees
Prepares solicitation documents (Request for Quotation, Invitation to Bid or Request for Pro-posal as appropriate) for issuance to the pre-selected potential suppliers
Reviews quotations/bids/proposals received in response and, as required, seek clarifications from the invitees for the preparation of a comprehensive bid comparison
Prepares abstracts of bids and compiles data contained in quotations, proposals and bids to de-termine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
Enters into negotiations concerning terms and conditions of orders under the guidance of a Ad-ministration Officer; obtains credit and other information on proposed suppliers
Prepares purchase orders and contracts for approval by superiors and issuance thereof within his/her procurement authority to the successful bidders
Resolves issues and problems related to delivered goods, including discrepancies between pur-chase orders and items/quantities shipped or received; prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received
Maintains relevant internal databases and files; keeps track of any contractual agreements, directs provisioning contracts, etc. and informs affected users of contractual rights and obligations.
Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, including specifications for new products and equip-ment on the market
Monitors performance of the vendors/contractors and takes follow-up action as necessary, to en-sure timely delivery of goods and services ordered and in compliance with the terms and condi-tions of relevant purchase order and contracts.
Assist in arranging for clearance of the consignments
Conduct Inventory, storage arrangements, record keeping and disbursement of office and project equipment/supplies
Ensure all stores and equipment's held by each project activities are stores safely, correctly and securely
Update the database of the stock and packing lists on a daily basis
Maintain files and tracking sheets for Cargo Movement documentation
Assist with coordinating drivers and maintaining fleet
Assist with the maintenance needs of office property and assets
Establish and ensure effective working relationships with all staff
Ensure effective working relationships with National Society counterparts and leadership
Ensure effective working relationships with technical and service departments at national, delega-tion, and headquarters’ level
Supervise administrative staff; manage their work and provide clear direction and regular monitor-ing and feedback on performance
Continually assess systems to streamline processes and enhance the integrity of those systems
Perform other work related duties and responsibilities as may be assigned by the supervisor
Respect and work within the code of conduct of the Red Cross Movement
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