Project Description

Deloitte Consulting is the implementing partner for the USAID-funded Urja Nepal Project based in Kathmandu. This position is under Deloitte Consulting Overseas Projects LLC. The purpose of Urja Nepal is to create a financially viable electricity sector that provides affordable, reliable and secure power and enables the entry of private investment into the Nepali market.  This is a five-year program, however the position is currently for one year with opportunity for renewal.  

Sr. Procurement and Admin Officer- The Sr. Procurement and Admin Officer manages the procurement and administrative unit and is fully responsible for effective delivery of procurement & administrative services to the project unit. He/She will also help draft, design and implement project policies and procedures. He/She will be responsible for supervising support staff for project administration, He/she will also take the lead on informing project leadership regarding evaluating office procedures and looking for more efficient ways of conducting processes. Overall, the Kathmandu office will support up to 20 project staff members (both full and part-time, including subcontractors). The position reports directly to the Deputy Chief of Party (DCOP).

Responsibilities: 

Procurement and Asset Management 

• Proactively take 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
• Participate in continuous improvement of procurement processes, procedures and systems and coordinate with other departments, DCOP and project team as appropriate
• Responsible for accurate inventory of office furniture and equipment by location and facilitate regular monitoring and checks from project leadership. 
• As project asset manager, take lead to liaise directly with home office on inventory tracking per firm policies and procedures;
• Maintain and implement internal control systems with regard to equipment and procurements 
• Liaise directly with home office Procurement team on full life cycle of procurement activity (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 
• Coordinate with home office on Grants Management process and documentation
• Perform research on local grantees
• Assist with monitoring compliance and performance of local grantees in close coordination with the technical team
• Event Management of services and supplies for trainings/workshops/seminars/events & field visits in accordance with the work plan 

Security 

• Lead facility management and ensuring 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 HR Manager, DCOP 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 Deputy Chief of Party, the Chief of Party 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 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
• Primary relationship manager with the contracted company regarding the 24/7 security guard services provided to project offices
• Work closely with  DCOP and HR Manager 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 situation

Client Delivery and Technical Assistance

• Participate in program and activity design for project counterparts  with regard to public outreach and communications 
• Monitor and supervise subcontractor performance of technical assistance to GON counterparts 
• Lead communications/outreach related activity budgeting process
• Coordinate with counterparts as needed to finalize and execute logistics to support project activities

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 NHDP Advisors/staff daily
• Develop and design travel-related policies and procedures, such as Deployment Guide 
• 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;
• Ensure a positive working environment and respond to project staff inquiries and complaints 
• Ensure 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 

Qualifications:

• Master’s Degree in related discipline required
• Minimum 5 years’ work experience required in similar or progressive roles
• Strong knowledge and background in US government contracting procurement procedures
• Knowledge of Grants Management preferred
• Knowledge of US government travel regulations 
• Experience managing an office, events and security and administration 
• Experience working in procurement and administration within the donor-contractor industry; USAID or US Government 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 interpersonal skills and writing skills
• Flexible and adaptive personality
• Professional integrity and discretion in the handling of confidential information and data
• Experience with project start-up and closeout, and asset management strongly preferred

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.