Logistic Officer / Admin & Finance Officer

INTEGRATED COMMUNITY DEVELOPMENT CAMPAIGN (ICDC) Nepal

VACANCY ANNOUNCEMENT

Integrated Community Development Campaign (ICDC) Nepal is a non-profit making, non -governmental, non - religious and service oriented national level organization. ICDC has been working in the various thematic issues of socio-economic development including livelihood, education, advocacy, environment, sanitation, DRR, human/child rights protection, gender, youth, employment and migration as well as mental health/psychosocial support and HR development. Integrated Community Development Campaign (ICDC) Nepal is implementing an Emergency Flood Response project in Nuwakot, and Dhading districts to deliver timely, needs-based humanitarian assistance and immediate service recovery.

ICDC invites applications from highly competent, experienced and committed professionals for the following positions based in project districts.

1. Logistic Officer (Few)

Position Purpose

The Logistic Officer is responsible for the day-to-day procurement, logistics, supply, asset and operational support required for timely and effective project implementation in Nuwakot and Dhading. The post ensures that goods and services are procured transparently, delivered safely and on time, and properly documented in accordance with ICDC Nepal, and donor requirements.

Key Responsibilities

• Procurement planning: Develop and regularly update the project procurement plan in coordination with the Project Coordinator, Engineer, Finance Officer and Field Officers.
• Procurement: Facilitate procurement of WASH supplies, hygiene materials, office and field equipment, construction materials and other project requirements in accordance with approved procedures.
• Supplier management: Obtain quotations, maintain supplier records, support supplier selection and ensure goods and services meet approved specifications, quality and price requirements.
• Logistics and transportation: Organize transportation, delivery and distribution of project supplies and equipment to field locations, including remote and flood-affected areas.
• WASH and infrastructure supplies: Coordinate procurement and delivery of WASH materials and construction supplies in line with technical specifications provided by the Engineer.
• Stock management: Maintain accurate stock records, conduct regular physical stock checks and ensure proper storage, handling and issuance of project supplies.
• Asset management: Maintain project asset and equipment registers, ensure proper allocation and safe use of project assets, and report loss, damage or required repairs.
• Field logistics: Support field teams with transportation, accommodation, communication equipment and other logistical arrangements required for project activities and monitoring visits.
• Documentation and compliance: Maintain complete procurement and logistics files, including requisitions, quotations, evaluations, purchase orders, delivery notes, invoices and stock records.
• Coordination with Finance: Work closely with the Finance Officer to ensure procurement documentation is complete and payments to suppliers are processed promptly.
• Risk and safety: Assess logistical and access challenges related to floods, landslides and road conditions and propose practical solutions to maintain safe and uninterrupted project operations.
• Reporting: Provide regular procurement, stock, asset and logistics updates to the Project Coordinator and flag delays or operational risks requiring corrective action.

Key Deliverables

• Updated procurement plan and procurement activities completed on schedule.
• Goods and services procured transparently and in accordance with approved procedures.
• Timely delivery of project supplies and materials to designated field locations.
• Accurate stock, asset and procurement records maintained.
• Complete procurement and logistics documentation available for review and audit.
• Regular logistics updates and timely reporting of operational risks and delays.

Qualifications and Experience

Essential

• Bachelor's degree in Business Administration, Management, Logistics, Supply Chain Management or a related field.
• Minimum 2 years of relevant experience in logistics, procurement or supply-chain management, preferably with NGOs/INGOs.
• Practical experience in procurement, supplier management, stock management and transportation arrangements.
• Good understanding of procurement procedures, documentation and internal controls.
• Good skills in MS Office, particularly MS Excel and Word.
• Strong organizational, coordination and negotiation skills.
• Fluent Nepali and working English.
• Ability and willingness to travel and work in remote, flood- and landslide-affected areas.

Desirable

• Experience in emergency response, disaster recovery or humanitarian programs.
• Experience procuring WASH, construction or relief materials.
• Experience working with INGO partners and donor-funded projects.
• Knowledge of local suppliers and transportation networks in Nuwakot and Dhading.
• Valid driving license and ability to ride a motorbike is an advantage.

Core Competencies

• Procurement integrity and transparency
• Planning and organization
• Negotiation and supplier management
• Problem-solving under operational constraints
• Teamwork and adaptability
• Attention to detail

Safeguarding and Conduct

The post-holder must sign and adhere to ICDC Nepal's Code of Conduct and safeguarding, child protection and PSEA (Protection from Sexual Exploitation and Abuse) policies. Appointment is subject to reference checks and a child-safeguarding screening. Any safeguarding concern must be reported immediately through the agreed reporting channel.

2. Admin & Finance Officer (Few)

Position Purpose

The Admin and Finance Officer will be responsible for the effective financial and administration management of the Early Recovery Flood Response Project in Nuwakot and Dhading. The position will ensure sound financial planning, budget monitoring, timely payments, accurate financial reporting and compliance with ICDC Nepal's, and Donors requirements. The officer will also coordinate day to day office administration, professional documentation, travel arrangements, asset records, and other operational support to ensure the smooth and efficient implementation of project activities. 

Key Responsibilities

• Administration & Financial management: Coordinate day to day office administration as well as documentation, maintain accurate project accounts, vouchers, ledgers and supporting documents in accordance with ICDC financial procedures and donor requirements.
• Office Administration: Ensure the smooth day to day administrative functioning of the project office, including office supplies, utilities, communication, stationery, and other administrative requirements. 
• Budget monitoring: Track expenditure against approved budget lines, prepare budget-versus-actual updates and alert the Project Coordinator to variances, underspending or potential overspending.
• Payments and advances: Process staff, supplier and activity payments; manage advances and ensure timely settlement with complete supporting documents.
• Cash assistance: Support the financial aspects of multipurpose cash assistance, including beneficiary payment lists, payment documentation, reconciliation and secure handling of financial records.
• Bank and cash management: Maintain project cash and bank records, conduct regular reconciliations and ensure appropriate controls over project funds.
• Procurement and payment coordination: Work closely with the Logistic Officer and Project Coordinator to ensure procurement payments are processed on time and supported by approved documentation.
• Compliance: Ensure expenditures comply with ICDC Nepal, and donor financial policies, approval procedures and applicable rules; identify and report any financial irregularities.
• Reporting: Prepare regular administrative financial information and inputs for monthly, interim and final project reports; provide related documents required for donor reporting.
• Documentation and filing: Maintain complete, organized and secure financial files, including invoices, receipts, payment requests, quotations, approvals, advances and reconciliations.
• Audit support: Support internal and external audits and provide requested financial documents and explanations in a timely manner.
• Field support: Conduct or support field-level financial monitoring and verification of project expenditures and activities.

Key Deliverables

• Accurate and up-to-date project administrative and financial records and supporting documents.
• Regular budget-versus-actual expenditure monitoring and timely identification of variances.
• Timely processing and settlement of payments and staff/activity advances.
• Properly documented and reconciled cash assistance transactions.
• Monthly and final reports/inputs submitted on schedule.
• Complete project documents and financial files ready for audit and donor review.

Qualifications and Experience

Essential

• Bachelor's degree in Finance, Accounting, Business Administration, Management or a related field.
• Minimum 2 years of relevant experience in financial management, preferably with NGOs/INGOs or humanitarian/development projects.
• Good knowledge of project administration, accounting principles, budgeting, financial controls and documentation.
• Experience in payment processing, bank/cash reconciliation, advance management and financial reporting.
• Good knowledge of MS Excel and MS Office; experience with accounting software is an advantage.
• Understanding of NGO/donor financial compliance and supporting documentation requirements.
• Fluent Nepali and working English.
• Ability and willingness to travel to project locations in flood- and landslide-affected areas.

Desirable

• Experience in emergency response, cash and voucher assistance or post-disaster programs.
• Experience working with INGO partners and donor-funded projects.
• Familiarity with ICDC Nepal financial procedures or similar NGO financial systems.
• Experience in financial monitoring of field activities.

Core Competencies

• Financial accuracy and attention to detail
• Integrity and accountability
• Planning and organization
• Confidentiality and sound judgement
• Problem-solving and teamwork

Safeguarding and Conduct

The post-holder must sign and adhere to ICDC Nepal's Code of Conduct and safeguarding, child protection and PSEA (Protection from Sexual Exploitation and Abuse) policies. Appointment is subject to reference checks and a child-safeguarding screening. Any safeguarding concern must be reported immediately through the agreed reporting channel.

Interested candidates meeting the criteria are requested to submit their updated CV, a cover letter, copy of Nepali citizenship certificate, copies of academic certificates and transcripts, copies of experience letters, training certificates, recent passport size photograph and two professional references with their contact details to icdc.vacancy@gmail.com with the subject line "Application: Admin & Finance Officer/Logistic Officer - [Your Name]". Application Deadline: 5 PM, 26 November 2026.