Logistics & Procurement Officer

Job Title:

Logistics & Procurement Officer

Division: 

International Water, Environment and Climate Change

Reporting to:

Operations Manager

Grade:

TBD

Location:

Kathmandu, Nepal

Job Profile

Mott MacDonald has recently been appointed by the Department for International Development (DFID) as Implementing Supplier for the Nepal Post Earthquake Reconstruction Programme. The Programme will provide planning support for post-earthquake recovery; design, supervision and delivery of reconstructed community infrastructure; address the barriers to private sector involvement in this reconstruction; and a challenge fund to ensure that the poor and most vulnerable are not left behind. The Programme will operate across Gorkha, Dhading, Nuwakot and Rasuwa, with the main office in Kathmandu. 

The role of Logistics & Procurement Officer will to assist operations manager in daily operations task. She/he will be based in the Kathmandu Office, and within Districts as required. Day-to-day the Logistics & Procurement Officer will be responsible for ensuring procurement, fleet and assets activities are implemented in accordance with Mott MacDonald processes and procedures.  

Job Description

Procurement:

• Assist Operation Manager to Prepare procurement plan, initiate and undertakes local procurement, issues RFQs. Review quotations of suppliers and carry out cost/benefit analysis in keeping with established protocol.
• Checks all invoices against service/purchase order. Verifies, summarizes and ensure the purchase document meets the compliances of the company and forward invoice package to the operations manager.
• Update and share procurement tracker to all staff on weekly basis.
• Provide support to the procurement activities at district level as per need.
• Liaise with finance team on timely payments of vendors/suppliers invoice.
• Update and maintain vendor data base. 
• Support the delivery arrangements of all goods and services.
• Establish a good working relationship with local vendors, including the establishment of framework agreement.
• Ensure that all the procurements are done as per Mott MacDonald Nepal policy, procedure and its donor requirement.
• Maintain and update proper documentation of procurement files.
• Provide operational support to the field office, as well as recommend on application of operations management best practice, systems and procedures. Take initiative in management improvement for the operations function.
• Executes additional administration tasks at the request of the Operations Manager.

Fleet:

• Assist Operations Manager for the management of the fleet with respecting company policy. 
• Verify log sheet of vehicles, fuel invoices and ensure that accurate records are maintained, that reporting and internal control systems are functioning.
• Assess and update status of corridors of access, route maps, delivery points.
• Follow up for timely repair and maintenance of the vehicle. 
• Update vehicle repair and maintenance tracker. 
• Explore potential supplier for vehicle repair and maintenance.
• Produce monthly fleet report and send it to Operations Manager.
• Hire rental vehicle is case of shortage of official vehicle.
• Ensure safety equipment are up to date in the vehicle with First Aid Kits, fire safely (Fire extinguisher), shovel, pick axe (for rainy season).
• Support in provision of local transportation and compliance with operational and security procedures
• Plan and recommend operations manager for the allocation of vehicles in order to optimally serve the needs of the programme.
• Monitoring the fuel consumption of project vehicles and the skills of the drivers.
• Implement vehicle management policy of the company.

Asset/Inventory Management:

• Keep record of the assets, maintain asset and inventory and report to operations manager for any changes.
• Keep accurate record of asset/inventory including labelling and tracking
• Maintain custodian record/ Temporary Assets allocation form for asset and inventory. 
• Supervise the allocation and use made of the Assets/equipment. 
• Ensure installation, maintenance and repairs of the equipment.
• Supervise and schedule regular maintenance of the generator: costs follow-up and administration.

Note: This job description reflects the present requirements of the post.  As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and line manager.

Candidate Specification

Required competencies and experience

• Qualifications/at least 4 years proven experience in logistics or operations role;
• Experience handling logistical challenges in Nepal and in negotiating to ensure efficient use of resources;
• Excellent written and spoken communication skills in English and Nepalese
• Willingness to be pro-active, responsive and flexible to the changing requirements of the project;
• Good knowledge on IT skills and confidence in Outlook, MS Word, Excel and PowerPoint;
• Ability to work quickly and effectively under pressure;
• A team player with experience of working within team hierarchies and towards the common vision of a programme;

• Knowledge of General Tax Policy (VAT, PAN, WAT, TDS) on Nepal. 
• Experience of working on donor-funded programmes in multi-national teams;
• Working experience in Gorkha, Dhading, Nuwakot and Rasuwa