Project Description

Deloitte Consulting is the implementing partner for the USAID Trade and Competitiveness Activity, a five-year project to increase Nepali private sector participation in targeted global value chains by making them competitive, resilient, and sustainable. The Activity will chart a new growth path for private companies by supporting them to capitalize on global opportunities – targeting quality and high-value exports (of products and services). It aims to foster sustainable growth, in selected value chains, by incentivizing actors (both private and public) through investments, innovations, employment, and business enabling the environment to expand its integration into the global market. The Activity will work to achieve the goal by working on the following objectives:

• To increase access to market-based financial and non-financial services; 
• To increase productivity in sectors with high growth and employment potential; and 
• To improve the investment climate and business enabling environment, for targeted sectors.

Deloitte is seeking qualified candidates to fill the role of Procurement and Administration Officer to be based in Kathmandu, Nepal. This is a five-year program; however, the position is currently for one year with opportunity of renewal.   

Position Description

The Procurement and Administration Officer is fully responsible for effective support of the procurement & administrative services to the project. S/he will be responsible for supervising support staff for project administration, logistics and procurement. Also, s/he will take the lead on informing project leadership regarding evaluating office procedures and looking for more efficient ways of conducting processes. The position reports directly to the Director of Finance, Admin, and Compliance (DFAC).

This is a full-time position (40 hours per week). 

Position Responsibilities

Procurement:

• Proactively take the lead on liaising with project team to identify procurement needs 
• Develop and design strategic procurement planning systems and provide budget inputs
• Manage vendor relationships and procurement of services and goods in accordance with USAID rules and regulations 
• Manage competitive bidding, proposal evaluation, assessment of quotations and vendor selection processes
• Liaise directly with home office Procurement team on full life cycle of procurement activities (including SOW development, defining specifications, market research, technical evaluations, price analysis, vendor negotiations, and selection)  
• Oversee establishment and maintenance of proper filing and record keeping for procurement activities
• Supervise subcontractor and vendor performance, and analyze and reconcile supplier invoices for all ordered and supplied goods and services, and provide all required backup documentation to the finance and operations manager as appropriate 
• Responsible for coordinating with finance team on subcontractor tracking, recurring payments and keeping vendors active in the system 

Asset Management: 

• Participate in continuous improvement of processes, procedures and systems and coordinate with other departments, Finance and Operations Manager (FOM), Director of Finance, Administration and Compliance (DFAC), Chief of Party (COP) and project team as appropriate
• Maintain accurate inventory of office furniture and equipment by location and facilitate regular monitoring and checks from project leadership. 
• Liaise directly with home office on inventory tracking per firm policies and procedures
• Maintain and implement internal control systems with regard to equipment and procurement
• Oversee establishment and maintenance of proper filing and record keeping for procurement and administration
• Coordinate with counterparts as needed to finalize and execute logistics to support project activities
• Event Management of services and supplies for trainings/workshops/seminars/events & field visits in accordance with the work plan with support of Communication Specialist

Security: 

• Lead facility management and monitor that the building meets Fire, Health and Safety requirements. 
• Coordinate closely with HR Manager on leading weekly security reporting process and communication of threats and advisories to team
• Inform project security decisions for project leadership and liaise with home office Security Management team when needed
• Advise on and liaise with FOM, DFAC, DCOP, COP and Home Office regarding COVID-19 risk mitigation measures, procurements, travel restrictions and remote work arrangements
• Assist with assessing counterpart and other subcontract or working environments to inform project policies regarding work arrangements 
• Provide security advice to DFAC, DCOP, COP and Corporate Security, for existing and potential threats that might arise and coordinate with other reliable bodies & sources to assess the current security situation
• Take the lead on the security assessments in the field locations if required and the establishment of effective physical and procedural security measures  
• Conduct investigation of security cases, traffic incidents and petty crime
• Act as primary relationship manager with the contracted company regarding the 24/7 security guard services provided to project offices
• Work closely with DFAC and FOM to develop and implement contingency and evacuation planning in the event of any health or security emergency
• Draft security advisories with advice on risk mitigation for project staff on the general security situation, specific incidents and during periods of heightened threat 
• Maintain and periodically test security and communication measures   
• Develop and lead delivery of security, fire, life safety training and briefings for all staff
• Monitor and implement security policies and procedures to ensure compliance
• Manage all the first aid and emergency supplies at office in case of any emergency

Travel and Transport Coordination:

• Supervise travel arrangements (hotel, airport pick-up, etc.), ensuring necessary logistics & travel insurance are in place 
• Lead client communications to USAID on international travel approvals, e-country travel clearances, maintaining emergency contact information, etc.
• Coordinate and communicate transport requests for all USAID Trade & Competitiveness Advisors/staff daily
• Develop and design travel-related policies and procedures 
• Oversee detailed tracking and inventory of fuel management and vehicle log
• Lead vehicle maintenance activities & ensure that vehicle logs properly filled
• Primary relationship manager and supervisor for vehicle provider and driver 
• Primary relationship manager with travel agents, responsible for ensuring compliance with federal travel rules and regulations 
• Primary relationship manager with Kathmandu hotels (for STTA travel as well as project events) 
• Perform market research and manage travel planning process for field visits outside of Kathmandu

Office and Facilities Management:

• Maintain office efficiency by planning and implementing office operations and systems, layouts, and equipment procurement if required
• Take the lead on designing and implementing office policies by coordinating with project leadership to establish standards and procedures
• Manage filing systems; develop and implement effective administrative systems, such as record management and analysis of office maintenance, kitchen and office supply expenditures to help manage the budget
• Maintain a positive working environment and respond to project staff inquiries and complaints 
• Monitor and manage that all the office supplies are in place and available at right time and the right place 
• Manage vendors and maintenance contracts related to generators, AC’s, plumbing, electricity, and janitorial services  
• Manage quality control and timely repairs and maintenance of office equipment and assets 
• Manage and monitor contracts for vendors including creation, execution, and analysis
• Oversee and conduct periodic inspections of equipment and asset inventory

Other Administrative Duties:

• Supervise office guards, driver, cleaning staff and other local vendors 
• Manage full life cycle of visa renewal processes for expatriate staff 
• Coordinate with Government of Nepal counterparts on access/entry requirements, visa processing, clearances for study tours, and other administrative requirements 
• Escalate issues as appropriate to protect the project and to ensure compliance and ethical conduct on all financial, operational, and administrative matters

Qualifications

• Bachelor’s Degree in related discipline required
• Minimum 3 years’ work experience required in similar roles
• Knowledge of US government travel regulations 
• Experience working in procurement and administration within the donor-contractor industry; USAID or US Government, and GoN regulations, experience is strongly preferred
• Fluent in written and spoken Nepali and English
• Team player, willing to take direction from project management and work with others
• Strong organizational and interpersonal skills
• Sound computer skills including knowledge of Microsoft Office® applications, particularly Word and Excel; Experience with MS PowerPoint, Access or Project a plus.
• Strong writing and financial skills
• Professional integrity and discretion in the handling of confidential information and data
• Experience with project start-up and closeout strongly preferred
• Open to travel to provinces outside Kathmandu for multiple days

Deadline: 11th Nov, 2022

Application Instructions 

Please ensure resume/application DOES NOT INCLUDE personal information such as gender, age, marital status, ethnicity, religion. DCOP LLC is an equal opportunity employer.  This position is open to Nepali nationals only.