Admin & Procurement Officer

Vacancy Announcement

Introduction

Khaalisisi is a Nepal-based waste management and recycling company working to make recycling more accessible, organized, traceable, data-driven, and impactful. We connect households, businesses, and institutions with an efficient collection and recycling network, ensuring that recyclable materials are recovered, responsibly managed, and redirected into the circular economy.

Through technology-enabled and data-driven operations, institutional collection services, and women-led green mobility initiatives, Khaalisisi is building an inclusive, transparent, and scalable recycling ecosystem that connects waste generators with the recycling value chain.

Our long-term vision is to develop a data-driven, scalable, and replicable model for recycling and resource recovery that strengthens the circular economy across Nepal and can eventually be adapted to other emerging markets.

JOB DESCRIPTION – ADMIN & PROCUREMENT OFFICER

Job Purpose

To manage day-to-day administrative and procurement activities, ensuring timely procurement of goods and services, proper documentation, cost-effectiveness, compliance with organizational and donor requirements, and smooth office operations.

1. Procurement Management

• Prepare procurement requests, plans, and schedules.
• Obtain quotations and coordinate bidding/tender processes as required.
• Prepare comparative statements and procurement documentation.
• Coordinate vendor selection and purchase orders/contracts.
• Ensure procurement follows approved policies and donor requirements.
• Monitor delivery, quality, and timely receipt of goods and services.
• Maintain vendor records and procurement files.

2. Administration

• Manage day-to-day office administrative activities.
• Coordinate office supplies, equipment, utilities, and maintenance.
• Maintain office assets and administrative records.
• Coordinate travel, meetings, events, and logistics.
• Ensure proper inventory and stock records for office supplies.
• Support staff administrative requirements.

3. Vendor & Contract Management

• Maintain vendor database and supplier records.
• Monitor supplier performance and contract timelines.
• Coordinate renewal of service contracts and agreements.
• Follow up on outstanding deliveries, invoices, and contractual obligations.
• Support vendor evaluation and performance reviews.

4. Documentation & Compliance

• Maintain complete procurement and administrative documentation.
• Ensure proper approvals and supporting documents for purchases.
• Maintain procurement registers and contract files.
• Support internal, donor, and statutory audits.
• Ensure compliance with organizational policies and donor procurement requirements.

5. Coordination & Support

• Coordinate with Finance, Program, HR, and project teams.
• Provide procurement and administrative support to project activities.
• Identify operational requirements and communicate them to management.
• Assist in improving procurement and administrative procedures.

Key Performance Indicators (KPIs)

• 100% procurement compliance with approved policies.
• Timely completion of procurement activities.
• Competitive and cost-effective procurement.
• Zero avoidable procurement documentation errors.
• Timely delivery of goods and services.
• Updated vendor and procurement records.
• Proper management of office assets and supplies.
• Timely resolution of vendor and administrative issues.

Qualification & Experience

• Bachelor's degree in Business Administration, Management, Procurement, or related field.
• 2–4 years of relevant experience in administration and procurement.
• Practical knowledge of procurement procedures and documentation.
• Good knowledge of MS Office/Excel and record keeping.
• Experience with donor-funded procurement will be an advantage.
• Good negotiation, coordination, communication, and organizational skills.

Interested Nepali applicants with suitable skills are requested to submit a motivation letter, updated CV with two referees through email: recycle@khaalisisi.com by 16th October 2026 by 5 pm Nepal time. The Vacancy Reference (INTERNNUT) must be mentioned in the subject of the email otherwise the application may be disqualified.

Only shortlisted candidates will be contacted for further process.