Procurement and Logistics Manager

Duty Station: Kathmandu, Nepal, with regular travel to field locations
Reports to: Head of System and Operations (HoSO)
Department: Operations
Country: PIN Nepal
Contract/Assignment: Initially 6 months
Priority Assignment: Rasuwa Flood Response during the initial six months

Introduction
People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance. PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has become one of the pioneer organizations advancing programmes such aslandslide disaster preparedness and anticipatory action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Scope of Work
Lead and coordinate end-to-end logistics and procurement operations for the Rasuwa Flood Response, ensuring timely, compliant and cost-effective delivery of relief assistance. The role covers procurement planning and supplier management, warehouse and inventory management, transportation and fleet coordination, customs and relief item clearance, asset management, and field logistics support. It also includes coordination with programme, finance, HR, security and field teams; oversight of logistics documentation and controls; support to emergency distributions and staff movements; and regular travel to Rasuwa to assess and address operational needs. The position ensures that logistics activities comply with PIN policies, emergency SOPs, donor requirements and applicable Nepalese regulations.

All PIN staff agree to:
•Comply with all relevant PIN policies, Country Program Policies, and guidelines related to their position.•Show a strong commitment to the inclusion of all groups within Nepal and dedication to PIN Nepal’s Inclusion Guidelines.
•Perform and accurately complete administrative tasks related to their position.
•Strive for quality in all aspects of their work and ensure the highest quality performance of the Country Program.
•Maintain a positive attitude and promote a professional & productive working environment across all staff, departments, and among all of PIN’s partners.
•Adhere to PIN Code of Conduct and key policies including Anticorruption Policy, Child Protection Policy and Safeguarding Policy.

About the Project
People in Need (PIN) is implementing an Emergency Flood Response Project in Rasuwa District to provide timely humanitarian assistance to flood-affected communities. The project focuses on addressing immediate humanitarian needs through emergency relief, early recovery support, and the restoration of essential services while ensuring accountability, compliance, and efficient use of resources.

Key Summary of FunctionsThe Procurement and Logistics Manager will provide leadership, coordination and technical oversight of procurement, logistics and supply chain functions across PIN Nepal, ensuring the timely, efficient and compliant procurement, movement, storage and delivery of goods, services, equipment and relief materials. During the initial six months, the position will have a particular focus on the Rasuwa Flood Response, providing hands-on coordination and technical support to emergency procurement, supply chain, transportation, warehousing, customs clearance and field logistics. The position will also contribute to strengthening country-level procurement and logistics systems, staff capacity and supply chain visibility. The role requires a good understanding of the Nepal humanitarian and operational context, including local markets, suppliers, geographical and access constraints, transportation, government processes and emergency operating environments.

Procurement and Supply Chain Management
•Lead and coordinate procurement and supply chain activities across PIN Nepal in close coordination with Finance, Programme, HR, Security and management teams.•Ensure timely procurement and availability of goods, services, equipment and relief materials in line with programme and operational requirements.
•Support procurement planning, specifications, market research, supplier identification, quotation processes and supplier management.Ensure procurement processes are competitive, transparent, properly documented and compliant with PIN policies, donor requirements and applicable Government of Nepal regulations.
•Maintain visibility of procurement pipelines and identify and resolve bottlenecks, delays and supply risks.

Rasuwa Emergency Response and Field Logistics
•Lead procurement and logistics coordination for the Rasuwa Flood Response during the initial assignment period.•Coordinate the emergency supply chain from procurement/importation through customs, warehousing, transportation, field storage and delivery/distribution.
•Coordinate closely with Rasuwa field teams, Kathmandu-based teams, Programme, Finance, Security and senior management to ensure uninterrupted supply and operational support.
•Regularly travel to Rasuwa and other field locations to monitor operations, strengthen systems and provide practical technical support.
•Apply knowledge of the local emergency context, markets, access, infrastructure and operating environment to support effective and timely logistics solutions.
•Provide surge support during periods of high workload, emergency escalation or staff capacity gaps.

Warehouse, Transport, Fleet and Customs
•Oversee warehouse, stock, transportation, fleet and logistics arrangements supporting programme and emergency operations.•Ensure appropriate receipt, storage, stock control, physical verification, dispatch and documentation of programme and relief materials.
•Coordinate transportation requirements, including route planning, loading, dispatch, delivery and receipt, while monitoring costs, schedules and vehicle utilisation.
•Coordinate customs clearance and import facilitation, including liaison with customs agents, suppliers and relevant Government of Nepal authorities.
•Support the establishment and strengthening of field offices, warehouses, guesthouses, fleet and other operational arrangements as required.

Compliance and Approval Process
•Work closely with Finance to ensure budget availability, appropriate financial documentation and proper financial controls within procurement and logistics activities.•Ensure procurement requests and transactions follow the applicable PIN ELO approval process, including appropriate initiation, review, approval and supporting documentation before commitments or purchases are made.
•Ensure appropriate segregation of duties, approval levels and emergency procurement procedures are maintained.Promote timely and accurate documentation for procurement, payments, advances, transport, warehouse and other logistics transactions.
•Conduct or coordinate compliance checks and support audits, donor verification, due diligence and other compliance reviews.
•Contribute to the development and updating of procurement, logistics and emergency SOPs, tools and guidance.

Team Leadership and Capacity Building
•Provide functional and technical supervision, coaching and guidance to procurement and logistics staff as assigned.•Ensure clear roles, responsibilities and effective coordination between Kathmandu and field-based teams.
•Identify capacity gaps and support training, mentoring and onboarding of procurement and logistics staff.
•Promote teamwork, accountability, timely communication and effective coordination across operations.
•Support recruitment and operational deployment of procurement and logistics staff when required.

Planning, Reporting and Risk Management
•Maintain regular visibility of procurement pipelines, stock levels, transportation, customs clearance and key supply chain risks.•Provide timely management information, analysis and updates to the line manager and HQ.
•Identify procurement, logistics and operational risks and recommend practical mitigation measures.
•Contribute to operational planning, contingency planning and the transition from emergency surge arrangements toward sustainable country-level systems.
•Escalate critical procurement, logistics, financial or supply chain issues in a timely manner.

Required Qualifications and Experience
•Master's degree in procurement, supply chain management, logistics, business administration, finance, management or a related field.•At least 8 years of relevant professional experience in procurement, logistics, supply chain or operations, preferably within an INGO, humanitarian or development organisation. Minimum 3-4 years in senior level.
•Experience with procurement, warehousing, transportation, fleet and/or customs clearance, with an understanding of their integration with financial management.
•Experience supervising, coaching or supporting teams across different locations.
•Strong coordination, negotiation, planning and problem-solving skills.
•Ability to work under pressure and manage competing priorities in an emergency environment.Willingness and ability to travel regularly to Rasuwa and other field locations.
•Good written and verbal communication skills in English and Nepali.
•Proficiency in MS Office and relevant procurement, logistics or ERP systems.

Required Experience and Knowledge:
•Experience supporting emergency or flood response operations in Nepal, with a good understanding of the local humanitarian, geographical, market and operational context.•Practical understanding of ongoing flood-response logistics, including supply movement, transportation, warehousing, field access and coordination with local stakeholders.
•Understanding of basic INGO financial management, including budget control, procurement-related payments, advances, supporting documentation and financial compliance.
•Familiarity with digital approval workflows, ERP systems and procurement management systems.