Terms of Reference (TOR) for Outsourcing Service

Terms of Reference (TOR) for Outsourcing Service 

Handicap International – Nepal Programme 

Date: 9th April 2026

Position: Office Executive

Programme/ Department: Handicap International Nepal

Title and Scope of TOR: Office Executive, work under Logistics department

Context

Handicap International- Humanity & Inclusion (HI) is an independent and impartial international aid and development organization working in situations of poverty and exclusion, conflict and disaster. Working alongside people with disabilities and vulnerable groups, it takes action and provides testimony in order to meet their basic needs, improve their living conditions and promote respect for their dignity and their fundamental rights. Handicap International is a non-profit organization with no religious or political affiliation.

Present in Nepal since 2000, HI works through a network of local partner organizations in the area of health and physical rehabilitation, inclusive education and resilience including emergency response to improve the living conditions and involvement of the most vulnerable populations in Nepal. HI provides support to vulnerable people and people with disabilities, who are disadvantaged and particularly exposed to the risk. HI's interventions specifically include physical rehabilitation, inclusive education, inclusive disaster risk reduction, inclusive economic empowerment, local development, emergency response and so on.

Handicap International Federation, Nepal (HI) is inviting proposals from agencies providing manpower services for its operations, as outlined in the responsibilities section below.

Task Objective:

The objective of this proposal process is to secure manpower services from a reputable, well-established, and reliable agency that can offer efficient and cost-effective services to HI. The contract will commence as early as possible and will be valid for a period of one (1) year, and can be renewed upon satisfactory services.

Responsibilities:

The Office Executive will support the Logistics and Finance Department in ensuring the smooth and efficient operation of program activities. The position is responsible for assisting with daily administrative, logistics, and basic finance-related tasks, as well as providing general office support as assigned by the supervisor.

1. Logistics responsibilities:

• Provide support in the procurement of goods and services, including assisting with procurement processes, preparing and maintaining required documentation, and ensuring proper filing of procurement records.
• Assist in warehouse and distribution management, including updating stock records, supporting the distribution of goods, and maintaining proper documentation and filing systems.
• Support asset and equipment management as well as facility management by maintaining updated records, assisting with asset allocation, and ensuring proper documentation and tracking.
• Manage front desk operations and Perform General administrative tasks, such as answering and directing phone calls, handling e-mail, files, etc.

2. Finance responsibilities

• Support the Finance and Accounts team by printing partner documents, organizing and filing them with barcodes, and completing required calculations and stamping in close coordination with the Finance and Accounts Officer. 
• Scan, digitize, and archive finalized hard-copy financial documents in accordance with organizational standards and filing systems, and assist in digitizing and archiving pending documents from previous years (e.g., 2020 backlog). 
• Assist with Tax Deducted at Source (TDS) payments and coordinate submission of required documents to the Inland Revenue Office and municipal offices as necessary. 
• Provide general administrative and logistical support to the Finance and Accounts team as required.

Working Schedule: 5 days a week (Monday to Friday)

Location: HI Office, Kalopul, Kathmandu

The Office Executive must dedicate their full time and attention to their duties throughout the duration of their employment. They should ensure to follow the HI’s procedure and guidelines.

Qualification and Skills Required:

• At least completion of +12-level in Management  
• Proven experience in a similar role is added value
• Good computer skills in Microsoft Office Suite Applications, including Word, Excel, Outlook, social media, and mobile apps
• Able to complete tasks on time with minimal supervision
• Open to flexible working hours if required
• Proficiency in written and oral English and Nepali.

Submission:

• Cover Letter letter
• Company profile with a copy of VAT Registration and the latest tax clearance certificate
• Financial proposal with cost breakdown (benefits) in line with the Government labour law.
• CV and a copy of the citizenship or PAN registration of the candidates.

To Apply: 

Please send the proposal with required documents to procurement@nepal.hi.org no later than Friday, 17th April 2026. HI Nepal reserves the right to cancel, postpone or modify the whole selection process and reject any application without specifying any reasons whatsoever.

Handicap International (HI) is an equal-opportunity employer. Qualified women, persons with disabilities, and members from disadvantaged communities are strongly encouraged to apply.