Procurement Logistics & Admin Officer
VDSEF| Village Development and Save the Environment Forum

VDSEF is a non-profitable organization working in Kalikot district for more than 20 years in the field of poverty reduction and protecting and promoting Economic, Social and Cultural rights of marginalized and disadvantaged communities. VDSEF has aim to promote peace, stability and sustainable development in Kalikot district. VDSEF has previous working experiences collaborating with different Civil Society Organizations (CSOs) and government authorities for improving livelihoods and human rights of marginalized and vulnerable communities such as women including single mothers, youths, differently able and elderly persons, Dalits and ethnic minorities.

VDSEF has hereby invites application from interested candidates for the following full time positions for the Save the Children funded project "SUBHARAMBA" working in Tilagupha Municipality of Kalikot district with the objectives to provide quality health, safe motherhood and education.

Procurement Logistics & Admin Officer

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No. of Vacancy: 1
Location: Tilagupha Municipality- Kalikot ( community Based Office)
Contract Period: 1 Year

Role Purpose:

Procurement Logistics & Admin Officer will work closely with the ED/PCs, procurement committee and Finance officer, MEAL team of the organization. Field Officers, Field Supervisors, SMs, CBOs and local governments and agencies working at District, RM, and Wards (government and non-government) to create enabling environment and to facilitate/support in the procurement and logistic, project implementation process to ensure the project activities are accomplished within the set quality/quantity and time. Under the direct supervision of ED/Board of Organization, Project Coordinator, P.L.A. Officer will be responsible to lead the procurement and logistic procedures in VDSEF.   

Scope of Role:

Report to: ED/ Board of Organization, procurement committee and PCs of the project

Key Responsibilities:

Working closely with the project team, finance and procurement committee takes the responsibility for the administration, procurement and logistics management functions of VDSEF and should have working experiences on FAMAS or any accounting software

Procurement:

  • Coordinates and facilitates the procurement requirements of the program on the basis of the annual procurement plan and policy guidelines
  • Follow and ensure SCI Partner NGOs logistics guideline for good and service procurement
  • Prepare and maintain qualified vendor restore as per the logistics guideline once in a year and when any new qualified suppliers are identified
  • Provide technical support to procurement committee for procurement process and TORs 
  • Ensure three way matching of purchase order, Invoice and GRN and carry out monthly Oracle Purchase Module closing procedures, including month end reconciliations and adjustments 
  • Process and prepare, tender/bid notice, request for quotation, bid analysis, purchase order and other document related to procurement including tracking of purchase status
  • Ensure procurement policies of organization and donor’s requirements are followed all the time and pay attention for making zero non-compliances
  • Develops and maintains an effective working relationship with vendors/suppliers
  • Framework Agreement (FWA) will be placed of regular goods and services 
  • Prepared PO as per PR received from program team, prepare GRN as per goods/service received & goods dispatch note
  • Manage and execute procurement of goods and services required for the Project
  • Facilitate market survey process in semi-annual basis and report to SCI
  • Lead and ensure procurement of goods is in high quality, timely and cost-effective adhering to established policy of the SCI/Organization and at the field level

Logistics & Administration:

  • Liaises with concerns and provides logistical support in coordinating deliveries of program supplies and in obtaining customs clearance for imported goods 
  • Prepare documentation and drafts correspondence for duty and tax exemption certificates and ensures timely submissions to the relevant government authorities. 
  • Carries out periodic controls to ensure that the filing system are properly used and that documents being regularly filed and easily accessible  
  • To administer employee files and other files and records in order to ensure accurate payment of benefits and allowances - review personnel records: [Staff contracts, leave reports, training, time sheet, travelling documents.
  • Maintain program supplies and office supplies stock book (in- out) both district & field office and 6send to SCI district office monthly basis.
  • Maintain equipment movement register (Loan book) before moving the equipment by individual staffs Ensure proper filing system is in place with all required documents in the files and back-ups

Assets Management:

  • Develop appropriate physical inventory count procedures, adapted to the local requirements of each site, with a strong accent on control and separation of duties
  • Maintain fixed asset register and get signed the verified list by end of financial year and as per SCI/Donor requirement
  • Provide technical support to physical verification committee for assets and inventory verification in quarterly basis. Prepare disposal plan for assets after physical verification and get approval for disposal items from SCI than only dispose
  • Facilitated in Assets and inventory insurance process
  • Timely update Procurement Tracker for goods and services and submit SCI field office in monthly basis

Vehicle Management:

  • Takes responsibility for managing the vehicle fleet in office
  • Ensure and maintain logbook of vehicle, regular servicing, timely repair & maintenance, insurance of vehicle and its renewal process 

Others:

  • Ensure timely payments of vendor bills 
  • Impart support to internal and external auditors as required
  • Perform all other project tasks as instructed by line managers, procurement committee and respective executive board members

Qualifications & Experience:

  • Bachelor in Management having 2 years' experience in Partner NGOs Procurement Logistics and Administration management and implementation.

Essential Skills:

  • Sound knowledge on budget management
  • Knowledge and skill on procurement, logistic 
  • Presentation, facilitation and negotiation
  • Very good skills and knowledge in documentation and reporting in English and Nepali
  • Excellent computer skills in Word, Excel, PowerPoint   

Desirable Skills:

  • Stress management skills
  • Time management and communication skills
  • Excellent coordination, communication and interpersonal skills (team building and team work) with key stakeholders at project and district level
Applying Procedure

Interested candidates are encouraged to obtain the detail job description from VDSEF office. The last date for submitting application is 7th December 2018. Please send a cover letter, a recent CV, documents and a passport size photo to vdsefvacancy@gmail.com  Ph 087-440057 with three referees.

Please indicate the position title while applying for the subject of your application

Only shortlisted candidates will be contacted. Telephone inquiries will not be entertained.
We encourage to apply women, dalits and minority groups. The candidate from the working municipality will be given an advantage.

Note: Social Mobilizers can apply with hard copy at VDSEF Nepal. Candidates with in the districts are preferable for the Social mobilizers

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