Procurement and Logistics Officer

Help - Hilfe zur Selbsthilfe e.V

Help-Hilfe zur Selbsthilfe e.V. (meaning help for self-reliance), hereinafter Help, is a German based non-political, non-sectarian, non-governmental, non-profit making humanitarian organization founded in 1981. In line with its principle of assisting people towards self-reliance, Help works together with people in need, irrespective of their gender, age, political views or religious beliefs, by providing immediate aid in the aftermath of disasters and by making sustainable contributions to reconstruction and rehabilitation efforts in all areas of life. Help’s underlying long-term objective is to reduce the vulnerability of communities to new conflicts or extreme natural disasters. People and the preservation of human dignity are the focus of everything Help does.

Details / requirements:

 

Help – Hilfe zur Selbsthilfe, a German non-governmental organisation providing worldwide humanitarian assistance and development aid since more than 30 years, has been part of the post-earthquake emergency response in Nepal and is now planning to further expand its assistance programme in Sindhupalchowk, supporting public infrastructure reconstruction and housing, WASH, DRR, Education and livelihoods activities. To this intent, the organization is seeking an efficient, motivated and experienced candidate to fill the position below.

Position

Procurement and Logistics Officer

Location

Kathmandu with frequent travel toThulosirubari VDC, Sindhupalchok

Starting date

ASAP

Duration

6 months (renewable)

Referents

Hierarchical

Project Coordinator

Technical

Finance Officer and

Country Coordinator

Relations

Internal

·   Staff in capital and/or field

External

·   Local authorities

·   Partners organizations

·   Suppliers, service providers, contractors

 

I. SCOPE OF THE POSITION:

Carry out all Project/Mission purchasing, manage inventories, planning and delivery of goods needed for the office and for the operations in the field and oversee all related administration. Ensure that the office and equipments is always functional,  plan the use of vehicles and monitor the consumption of assets, equipments and vehicles. Ensure the security of the team and monitor movement to the field

Develop and maintain relations with different suppliers in order to ensure a stable supply of all sorts of goods, while guaranteeing best value for money and the most competitive prices.

1. Management and monitoringof purchases

  • Know perfectly, respect, and ensure strict compliance with the National Procurement Policy and the organisation procedures
  • Prepare cost estimates, technical specifications of material to purchase
  • Ensure procurement documentation for each budget/project.
  • Conduct purchasing activities in a timely manner ensuring the correct procedures are followed as stipulated by the organization and the National purchasing policies and procedures.
  • Add value to the procurement process by providing analytical advice to the Project and Country Coordinator and staff on procurement and logistics proposals.
  • Manage and coordinate delivery of goods to field locations as required and ensuring materials obtained in the field meet quality, quantity and standards as well as timely delivery
  • Support the implementing partners to ensure their procurement is in strict with the National Procurement Policy and the organisation procedures
  • Collect purchase requests (local order sheets) from the team.
  • Seek products that offer good value for money, negotiate the best prices, clarify requests where necessary and complete purchase orders.
  • Secure stable resources: constantly look for new suppliers to supply the undertaking at the best prices and within the shortest timeframes, and maintain links with those suppliers in order to ensure a stable supply of goods.
  • When a quotation is requested, obtain at least three quotations from local merchants or tradesmen, with all the necessary information: price, description of the goods, name and address of the supplier.
  • If necessary, based on the information provided by the Project Coordinator, launch invitations to tender, in accordance with the organisation and Nepal procedures. 
  • Determine the quantities to buy, prepare cost estimate, product availability forecasts (shortages/surpluses), delivery times, budgets and other relevant factors, in conjunction with the Project Coordinator.
  • Monitoring of local partners’ procurement operations, informing the Project and Country Coordinator of concerns when performance does not comply with the organisation's regulations and standards.
  • Prepare supply and service contract when needed
  • In close collaboration with the Project Coordinator and the Finance Officer, control of invoices of the supplier as well as quality and quantity of goods and advice the Financial Administrator to release the funds where applicable;
  • Deliver goods to the Warehouse or distribution points, after checking the quality and quantity
  • Work closely and coordinate activities with the Project Coordinator, the Technical team, the Finance and Administration officer including those of the implementing partner.

2. Material Inventorymanagement and monitoring

  • Ensure sufficient stocks of the various materials, components, products and supplies required to support the effective operation of the organisation's activities for the desired period of time: regularly check inventory levels (reports), delivery timeframes, turnover of goods, price fluctuations (upward and downward), extent of shortages or surpluses of goods, etc.
  • Update the stock cards and inventory immediately after the delivery of goods or puchase of new asset
  • Preparation and maintain on a regular base  stock and asset inventory and prepare monthly report.
  • Maintain procurement oversight, input, and coordination of staff to support delivery and implementation of office processes and systems according the organisation policy and procedures.

3. Reporting

  • Immediately inform the line manager and or technical adviser of information that has or could have an impact on the security of the team and /or properties. 
  • Informs the line manager on any relevant matter and arising problems.
  • Takes part in the preparation of activity reports, and ensure statistical assessment of the assigned (including evaluations)
  • Prepare weekly and monthly progress activities report including but not limited to report of movements of goods (incoming/outgoing) in the warehouse and office, assets inventory, data base of supplier and price list.

4. Security, vehicles and assets

  • Monitor theconsumption of mechanical and electrical vehicles/machines/devices (fuel and spare parts), as well as energy consumption (water, electricity, etc.).
  • Ensure log book is filled for the use of car and motorbike and report it to the AFO.
  • Ensure the security and safety of the team by monitoring the departure and arrival of the staff movement .
  • ensure that the Instructions for the use of vehicles is followed by the team in strict compliance with the organisation procedures

5. Administrative management

  • Manage the administrative and accounting procedures related to purchasing: complete purchase orders, check delivery notes (against orders), etc.
  • Manage the purchasing budget and pay advances issued by the Finance Department.
  • Collect invoices or receipts, without delay, for all purchases.
  • Check that receipts/invoices are correctly completed, in accordance with the recommendations of the Finance Department, in particular: writing in pencil the final destination of the goods as per the order sheet and providing a translation when receipts/invoices are in the local language.
  • Update prices/quality (monthly) and recommend the cheapest or best purchases to the line manager and technical adviser.
  • Regularly evaluate the market in order to obtain the most competitive prices; identify new suppliers and negotiate the best prices.
  • Prepare and update regularly supplier contact list and items price list of the market
  • Translate documents and/or act as an interpreter during conversations, as the need arises.
  • Liaise with relevant local authorities, community leaders, CBOs, and other relevant stakeholders to ensure good coordination and proper and timely execution of planned activities

II. SKILLS AND QUALIFICATION

  • Bachelor’s degree in any subject (preferably in management) and basic training in IT (computer hardware and software)
  • 1 or 2 years as a buyer in the area of logistics
  • 1 years’ experience in IT sector is an asset
  • Working experience with UN, INGO or international donors will be an asset 
  • Excellent knowledge of Excel.
  • Strong written and spoken English skills report writing, presentation and inter personnel communication]
  • Good negotiation, problem solving and solution oriented.
  • Flexibility, resourcefulness and good communication skills.
  • Advanced computer literacy and proficiency in Microsoft Office (Excel in particular)and good knowledge of IT equipment
  • Willing to work in humanitarian programmes and to travel to remote & difficult areas

Send your updated resume which include three references contact, application cover letter and salary expectation mention to help.nepalrecruitment@gmail.com

Deadline for application is 18th August 2016 by 5:00pm. In the email subject line,please mention the position. Those who have previously applied for thesepositions do not need to apply again.Only the short listed candidates will be invited for a written test and interview. 

Due to the emergency of this position, candidate corresponding to the profile could be hired before the deadline.

Help - Hilfe zur Selbsthilfe promotes equal opportunities for women and men from different caste, ethnic and religious backgrounds and encourages them to apply for this vacancy.

For information about Help - Hilfe zur Selbsthilfe visit www.help-ev.de/en/ 

Job Overview

Category Logistics / Procurement
Openings 1
Experience 2+ years
Education Graduate (Bachelors)
Posted Date 19 Jul, 2016
Apply Before 18 Aug, 2016
City Kathmandu