Supply Chain Assistant

Rural Women Upliftment Association (RWUA)

Re- Vacancy Announcement

Published Date: 20 September  2026

Rural Women Upliftment Association (RWUA) was established on 22 Kartik 2050 B.S. in Sarlahi District, Madhesh Province, Nepal. It is a non-governmental, non-profit social organization working as a catalyst for change in the areas of women's empowerment , child rights, child livelihood-sensitive, child protection, education, health and community development. With over 34 years of experience, RWUA has been mobilizing communities and promoting positive social transformation. The organization is women-led, with the majority of executive members being women. RWUA is committed to improving the lives of people through economic, social, cultural, and physical transformation. In partnership with various development organizations, RWUA has been implementing several development projects in Sarlahi District. RWUA invites applications from qualified, competent, and motivated Nepali citizens who are reliable, accountable, and committed to delivering results with the highest level of integrity for the following position under the Save the Children partnership with the SAMUNNATI project in Sarlahi District.

Project: Samunnati (Sponsorship Program)

1. Position Title: Supply Chain Assistant

Department: Administration, Finance & Supply Chain

Duty Station: 70% field and 30% office (Sarlahi)

Reports To: Supply Chain Officer

Technical/Functional Coordination: Admin and Finance Officer/Coordinator

Supervises: Support staff

Grade/Level: Assistant

Employment Type: Full-time/Contract

Key Responsibilities and Duties

A. Procurement and Supply Chain

• Assist the Logistics Officer in day-to-day procurement and supply-chain activities in line with organizational policies, delegated authorities, donor requirements, and applicable regulations.
• Prepare and process procurement documents, including purchase requests, RFQs, comparative bid analyses, purchase orders, contracts, and related records.
• Maintain and regularly update the procurement tracker and follow up on pending procurement actions to ensure timely delivery.
• Maintain an updated supplier/vendor database, including registration, contact, performance, and compliance information.
• Support market assessments, supplier identification, quotation collection, contract administration, and establishment of Framework Agreements as required.
• Ensure procurement documentation is complete, authorized, properly filed, and readily available for audit and review.
• Assist in monitoring supplier performance, delivery timelines, quality, and compliance with agreed terms.

B. Goods Receiving, Dispatch and Documentation

• Check received goods against approved procurement documents to verify quantity, quality, specifications, and condition.
• Maintain supporting documentation, including delivery notes, waybills, goods received records, invoices, SRF, OSL, PSL, TSL, and other applicable logistics documents.
• Check goods before dispatch and ensure required documentation is complete and authorized.
• Report shortages, damages, discrepancies, or other delivery issues promptly to the Logistics Officer.
• Support proper storage, handling, documentation, and distribution of goods in accordance with organizational procedures.

C. Warehouse and Inventory Management

• Assist in managing field office stores, including operational, training, and program supplies.
• Maintain accurate stock records and support regular physical counts, reconciliation, receipts, issues, transfers, and balances.
• Monitor stock levels and advise the Logistics Officer on replenishment requirements.
• Support safe, secure, and appropriate storage and preservation of supplies.
• Maintain inventories of expendable and non-expendable equipment and office assets.

D. Fleet and Vehicle Management

• Arrange vehicles based on approved requests and program requirements and ensure proper documentation of vehicle movements.
• Maintain accurate vehicle logbooks, fuel records, and fleet utilization information.
• Support regular vehicle servicing, repairs, insurance, registration, and safety requirements.
• Track fuel consumption and assist in preparing periodic fleet and fuel reports.
• Promptly report vehicle maintenance, safety, or operational issues to the Logistics Officer.

E. Office Administration and Facilities

• Assist in maintaining office cleanliness, safety, security, facilities, equipment, and properties.
• Coordinate routine repairs and maintenance with service providers, technicians, landlords, and other relevant parties.
• Support logistical arrangements for trainings, workshops, meetings, conferences, field visits, and other official activities.

F. Finance and Administrative Support

• Maintain and operate petty cash in accordance with approved financial procedures and delegated responsibilities.
• Assist with Journal Vouchers (JVs), tax-related documentation, vendor payments, authorized bank-related transactions, and other financial support activities.
• Verify and maintain required stamps, approvals, and supporting documents.
• Ensure finance and logistics records are properly organized and available for verification, audit, and reporting.
• Maintain confidentiality of financial, personnel, procurement, and other sensitive information.

G. Records, Data and Reporting

• Maintain organized physical and electronic filing systems covering procurement, logistics, fleet, warehouse, assets, administration, and personnel records as assigned.
• Ensure documents, trackers, reports, correspondence, and forms are complete, accurate, retrievable, and properly archived.
• Enter and update logistics, procurement, inventory, fleet, supplier, and program data accurately and on time.
• Assist in preparing routine procurement, logistics, inventory, fleet, fuel, and operational reports and promptly report discrepancies or missing information.

H. Field and Program Support

• Conduct field visits to project-working Palikas/municipalities as required to provide logistics support and follow up on operational requirements.
• Provide basic logistics orientation to schools, health facilities, suppliers, and other stakeholders during project activities.
• Support distributions, trainings, workshops, monitoring visits, meetings, and other program activities.
• Coordinate with program teams and stakeholders to identify and address logistics and supply-chain requirements in a timely manner.
• Apply the Do No Harm principle in all field and operational activities.

2. Child Safeguarding and Protection

• Understand, promote, and comply with organizational Child Safeguarding and Child Protection Policies and procedures.
• Maintain safe, respectful, and professional boundaries when interacting with children, communities, colleagues, suppliers, partners, and other stakeholders.
• Support visibility and awareness of safeguarding policies, codes of conduct, and reporting mechanisms where applicable.
• Immediately report suspected safeguarding concerns, abuse, exploitation, harassment, or misconduct through established organizational channels.

3. Staff Well-being and Team Support

• Promote a respectful, inclusive, safe, and supportive working environment.
• Maintain constructive working relationships with logistics, finance, administration, program, and other teams.
• Support colleagues in addressing reasonable operational challenges and communicate significant concerns to the appropriate supervisor.
• Promote teamwork, mutual respect, accountability, and effective communication.

4. Compliance, Ethics and Accountability

• Comply with organizational policies, procedures, delegated authorities, donor requirements, government regulations, and audit controls.
• Demonstrate integrity, transparency, impartiality, accountability, and professionalism in all procurement, logistics, financial, and administrative activities.
• Comply with the Zero Tolerance Policy concerning fraud, corruption, bribery, sexual exploitation and abuse, harassment, discrimination, abuse of power, and safeguarding violations.
• Protect confidential organizational, employee, supplier, beneficiary, and program information.
• Promptly report suspected fraud, corruption, conflict of interest, safeguarding concerns, or other misconduct through approved mechanisms.

5. Key Competencies and Skills

• Strong organizational, planning, and time-management skills.
• Good knowledge of procurement, logistics, supply-chain, warehouse, and fleet procedures.
• Strong attention to detail and accuracy in documentation and data entry.
• Good numerical and basic financial management skills.
• Ability to maintain effective records and filing systems.
• Good communication, coordination, interpersonal, and stakeholder-management skills.
• Ability to prioritize multiple tasks and work under pressure.
• Good computer skills, particularly MS Word, Excel, email, and relevant office applications.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong teamwork, problem-solving, flexibility, and service orientation.
• Commitment to humanitarian/development values, safeguarding, accountability, and organizational ethics.
• Willingness and ability to undertake field travel.

6. Education and Experience

• Minimum Qualification: 10+2 qualification with at least 2 years of relevant experience in logistics, procurement, supply chain, administration, or operations, preferably with an NGO/INGO.
• Experience in procurement, supplier coordination, inventory/warehouse management, fleet management, field operations, and donor compliance will be an advantage

Applicants must be above 20 years of age at the time of application. Interested and qualified candidates are requested to submit their CV and cover letter to vacancy@rwua.org, clearly indicating the position applied for in the subject line of the email. Applications may also be submitted in hard copy to the HR Department, Rural Women Upliftment Association (RWUA), Haripur-02, Sarlahi. Applicants must clearly state their expected salary in their application. The deadline for submission of applications is 24 September 2026 at 5:00 PM. Candidates who have previously applied for this position are requested not to reapply. Any candidate who has previously applied and submits a new application will be automatically disqualified. Only shortlisted candidates will be contacted for further stages of the selection process, and telephone inquiries will not be entertained. RWUA follows a merit-based and equal-opportunity recruitment process and maintains a strict zero-tolerance policy toward fraud, bribery, safeguarding violations, and other unethical practices.