Administrative & Procurement Manager

Job Description: Administrative & Procurement Manager

Position Title: Administrative & Procurement Manager

Organization: Karkhana Samuha

Report to: Executive Director

Location: Kathmandu, Nepal

Employment Type: Full-time

Pay Range: NPR 75,000 - 85,000 Basic

Application Deadline: 25th December, 2025

About Karkhana Samuha

Karkhana Samuha is an NGO that focuses on making innovation in education inclusive and accessible to people, especially those on the margins, to achieve an equitable society.

At Karkhana Samuha, we practice participatory decision-making and co-creation by bringing partners, collaborators, and end users into every stage of our work. Our approach is guided by Human-Centered Design, helping us design with empathy and purpose. We use our Think, Make, Play, Improve (TMPI) Cycle as the foundation for how we design, create, and learn. We start by thinking creatively to shape ideas, then make quick prototypes to test and explore them. Through play, we reflect, gather feedback, and refine what works. These operational models are proven by academic literature and experience to lead to more innovative ideas and provide a meaningful voice to the intended end-users.

To make our process sustainable, we build Communities of Practice (CoP), spaces where educators, innovators, and partners learn together. We design learning resources that scaffold the growth of these communities and digital platforms that keep the learning ongoing, with the goal of gaining, sharing, and implementing knowledge to innovate locally and make a global impact.

Karkhana Samuha is part of the network of social enterprises, which comprises Karkhana Private Limited, a for-profit focused on designing STEAM learning kits, and Karkhana Global, a US-based non-profit focused on connecting innovative organizations in the global south with resources, expertise, and peers in high-income countries. All three partner organizations remain committed to a shared vision “to nurture a spirit of innovating locally to make a global impact,” but with varied missions and independent governance structures.

Position Overview

The Administrative & Procurement Manager plays a key role in ensuring efficient operations across Karkhana Samuha’s programs and organizational functions. The position is responsible for managing end-to-end procurement, vendor relations, administrative systems, logistics, and compliance with both internal policies and donor regulations. The Manager ensures transparent,

timely, and cost-effective acquisition of goods and services while maintaining a well-functioning office environment that supports smooth program and operational delivery.

This role works closely with the Finance, Programs, and Senior Management teams to support procurement planning, contract management, asset control, budgeting and reporting.

Key Responsibilities

A. Procurement Management

• Develop, update, and implement procurement plans, policies, and procedures in alignment with Karkhana Samuha and donor guidelines.
• Manage the full procurement cycle, including requisition approvals, sourcing, quotation analysis, bid comparison, and contract issuance.
• Ensure competitive, ethical, and transparent procurement processes, promoting compliance with donor and Nepal Government standards.
• Maintain accurate procurement documentation, PR/PO tracking, and compliance records for audit readiness.
• Identify reliable suppliers, negotiate fair pricing, and establish long-term procurement agreements.
• Monitor market trends and price variations to support strategic procurement planning.

B. Vendor and Contract Management

• Build and maintain strong professional relationships with vendors, service providers, and contractors.
• Conduct vendor performance evaluations and maintain an updated supplier database.
• Draft, review, and manage procurement contracts, MoUs
• Monitor contract deliverables to ensure timely and quality delivery in line with organizational needs.

C. Inventory and Asset Management

• Oversee inventory systems, stock control, and office supply management.
• Ensure proper asset tagging, documentation, and periodic verification across all projects and locations.
• Maintain an updated Fixed Asset Register and coordinate annual physical verification.
• Oversee the maintenance, repair, and replacement of equipment when required.

D. Administrative and Office Management

• Ensure smooth daily administrative operations including utilities, facility management, repairs, and office maintenance.
• Manage travel bookings, logistics, event coordination, and transportation for staff and project activities.
• Oversee office security, housekeeping services, and general support operations.
• Ensure compliance with administrative policies, safety protocols, and organizational standards.

E. Budgeting and Reporting

• Support the development of annual and project-specific procurement and administrative budgets.
• Monitor expenditures to ensure cost-effectiveness, value for money, and alignment with budget plans.
• Prepare periodic procurement status reports, vendor performance summaries, asset updates, and administrative briefs for management and donors.
• Coordinate with Finance to ensure proper documentation for audits and donor reporting.

F. Team Leadership and Capacity Building

• Supervise and mentor procurement and administrative staff, ensuring clear roles and performance standards.
• Provide staff training on procurement procedures, compliance requirements, and administrative systems.
• Foster a culture of accountability, transparency, and continuous improvement within the team.

Qualifications & Requirements

Essential Qualifications:

• Bachelor’s degree in Business Administration, Supply Chain Management, Management, or a related field (Master’s degree preferred).
• Minimum of 3–5 years of relevant experience in procurement, logistics, or administrative management, preferably within the NGO or development sector.
• Demonstrated knowledge of procurement regulations, national standards, donor compliance requirements, and audit procedures, including experience with sealed quotations and competitive bidding processes.

Skills

• Contract negotiation and vendor management.
• Strategic procurement planning and sourcing.
• Strong communication, interpersonal, and coordination skills with the ability to work effectively across cross-functional teams.
• Proficiency in MS Office applications and procurement tools/software.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.

Attitude/Behaviour

• High degree of integrity and ethical conduct.
• Professionalism in handling confidential and sensitive procurement matters.
• Strong attention to detail and accuracy.
• Ability to work under pressure with a calm and solution-oriented approach.

Key Competencies

• Strategic Planning & Decision-Making
• Negotiation & Contract Management
• Team Leadership & Staff Supervision
• Analytical & Problem-Solving Skills
• Ethical Judgment & Integrity
• Time Management & Prioritization
• Accurate Documentation & Reporting
• Strong Organizational & Coordination Skills

How to Apply

Interested candidates are requested to send their CV and a brief cover letter explaining their motivation and relevant experience to hr@karkhanasamuha.org.np. Please mention the position that you are applying for in the subject line.

Deadline to apply: 25th December, 2025

Karkhana Samuha is an equal-opportunity employer and is committed to diversity and inclusion within its workforce. We strongly encourage applications from women, gender minorities, persons with disabilities, and individuals from Madhesh Province.