Logistics and Admin Officer

EXTERNAL VACANCY ANNOUNCEMENT

Logistics and Admin Officer

VACANCY REF: ACFLOGADM

DATE OF VACANCY: 06/10/2026

Action Against Hunger | Action Contre la Faim (ACF) Nepal is an international humanitarian organisation committed to ending child hunger. Recognised as a leader in the fight against malnutrition, ACF saves the lives of malnourished children while providing communities with access to safe water and sustainable solutions to hunger. With more than 40 years of expertise in emergency situations of conflict, natural disaster and chronic food insecurity, ACF runs life-saving programmes in over 45 countries benefitting seven million people each year. With head offices in France, the United Kingdom, Spain, the United States and Canada, our international network shares its combined resources, breadth of experience and technical expertise in pursuit of a world without hunger. Every year, our 7,500+ field workers help over 21 million people in over 45 countries worldwide. As a non-governmental, non-profit, non-religious organisation, we are committed to principled humanitarian action as outlined in our International Charter of Principles: independence, neutrality, non-discrimination, free and direct access to affected populations, professionalism and transparency.

Contract Type: Fixed term contract

Duration: Till 28 February 2027 (Possibility of extension based on the employee’s performance and budget availability.) 

Duty station: Field based in Nuwakot and Rasuwa, with frequent field travel within the project areas

Number of positions: 1

Reporting to: Senior Logistics and Admin Officer  

The Logistics and Admin Officer is responsible for:

Key responsibility 1: Provide timely logistics, procurement and administrative support for the emergency response. Under the supervision of the Senior Logistics & Admin Officer, with functional guidance from the Head of Admin, the Logistics & Admin Officer will be responsible for:

• Support field logistics and administrative requirements for the Sida Rapid Response Mechanism (RRM) and CDCS SHIELD emergency response in the assigned field area, including procurement, transportation, field movement, supplies, office support and other operational requirements.
• Support timely procurement and delivery of project materials required for emergency shelter and NFI assistance, WASH activities, hygiene and dignity support, food assistance, health and nutrition services, mobile activities and other approved interventions, in coordination with the Senior Logistics & Admin Officer, programme teams and implementing partners.
• Support preparation and follow-up of logistics requirements for distributions, mobile health and nutrition clinics, assessments, beneficiary verification, monitoring visits, trainings, meetings and other programme activities, taking into account damaged roads, bridge disruption, landslide risks, alternative routes and changing access constraints.
• Coordinate vehicle hire, transport arrangements, drivers, field movements and other operational requirements as assigned, ensuring that arrangements are confirmed in time and relevant supporting documentation is maintained.
• Support safe and appropriate storage, handling, dispatch, receipt and documentation of project supplies, equipment and other operational resources, including delivery and handover records.
• Coordinate with VCN and HuRENDEC logistics and administration focal points, suppliers, drivers and field teams to support timely movement and availability of supplies and operational resources.
• Identify and report procurement, transport, stock, access, security, supplier or other operational constraints to the Senior Logistics & Admin Officer and relevant project management staff, and support agreed corrective actions.
• Assist in the organization and logistics arrangements for trainings, workshops, meetings and field visits, ensuring timely availability of venues, materials, transport and related support services.

Key responsibility 2: Support logistics compliance, asset, stock and fleet management. The Logistics & Admin Officer is responsible to:

• Ensure logistics and procurement activities comply with ACF procurement, fleet, asset, stock, supplier and operational procedures and approved project requirements.
• Maintain complete and organized procurement files, quotations, supplier documents, purchase and service documents, delivery notes, stock records, vehicle movement records, asset records and other supporting documents.
• Support inventory, stock and asset management, including recording, tracking, physical verification, movement, storage, use and handover of equipment, supplies and assets used for the project, and report discrepancies or missing documentation.
• Monitor the availability and condition of vehicles, equipment and other logistical resources and promptly report maintenance, repair or replacement requirements to the Senior Logistics & Admin Officer.
• Support market and supplier follow-up, quotations, framework agreements and emergency procurement processes as required and follow up delivery against agreed requirements.
• Ensure logistics, procurement, stock, asset and fleet documentation is complete, properly filed and readily available for internal review, audit and donor compliance.
• Conduct regular physical verification of project assets and stock items and promptly report discrepancies, losses or damages to the Senior Logistics & Admin Officer.

Key responsibility 3: Provide field administration, finance documentation, security and coordination support.

• Support field office and accommodation-related administrative arrangements, utilities, communications, office supplies, equipment, meetings and other routine operational requirements in coordination with the Senior Logistics & Admin Officer.
• Prepare, collect, check and maintain finance-related supporting documents, including bills, invoices, receipts, payment vouchers, purchase documents, service documents and other supporting evidence for project expenditures.
• Verify that bills, vouchers and supporting documents are properly completed, appropriately authorized and supported before submission to Finance, and follow the applicable ACF procedures and approval requirements.
• Support preparation and submission of staff and activity-related financial documentation, including payment requests, advances, settlements and liquidations, as applicable, and maintain tracking of submitted and pending documents.
• Maintain an organized filing system for finance and administrative documents and follow up with programme, logistics, finance and partner colleagues on missing, incomplete or incorrectly prepared supporting documents.
• Maintain regular communication with field teams, partners, suppliers, drivers, local authorities and relevant local stakeholders regarding operational arrangements, access, transport and field activities.
• Support safe field movement by monitoring access conditions, road and weather-related constraints and security concerns, and coordinate appropriate movement arrangements in line with ACF procedures.
• Ensure field movements and logistics arrangements take account of ACF security procedures and promptly report safety, access, security or incident concerns through the established channels.
• Support contingency and alternative transport arrangements when normal access routes are disrupted by flooding, landslides, damaged infrastructure or other emergencies, as directed by the Senior Logistics & Admin Officer.
• Follow up with suppliers, service providers and internal teams to ensure timely submission of invoices, supporting documents and required approvals for payment processing. 

Key responsibility 4: Ensure effective project documentation and administrative records management.

• Maintain and archive project-related logistics, procurement, finance, administration, asset, fleet, stock and operational records in line with ACF requirements, donor compliance requirements and approved filing practices.
• Ensure field documentation is complete, accurate, properly authorized and submitted within required timelines, including procurement, delivery, stock, movement, finance, service and activity-related records.
• Coordinate with programme, logistics, finance and partner teams to obtain required supporting documents, resolve documentation gaps and ensure records are complete for review, reporting and audit.
• Support preparation and updating of logistics, administration and finance document trackers, payment and bill follow-up records, procurement status updates and other information required by the Senior Logistics & Admin Officer and project management.
• Ensure confidentiality and data protection requirements are followed when handling project, beneficiary, supplier, staff, financial and operational information.

Key responsibility 5: Other

• Proactively support ACFs commitments to gender equality, child protection and disability sensitivity
• Comply with Safeguarding Policy and the relevant annexed policies, which fall under its scope.

QUALIFICATIONS AND REQUIRED SKILLS 

• Master’s degree in a relevant field with at least 1 year of experience, or bachelor’s degree with at least 3 years of relevant experience. 
• Experience in logistics, procurement, administration, and field operations within humanitarian or development programs. 
• Knowledge of procurement processes, supplier management, logistics compliance, and documentation. 
• Strong organizational, coordination, communication, and record-keeping skills. 
• Proficiency in Microsoft Office (Word, Excel, and Outlook). 
• Ability to work under pressure, manage multiple priorities, and travel frequently to project locations. 
• Commitment to safeguarding, confidentiality, gender equality, child protection, and disability inclusion principles.

Applications:

Interested Nepali applicants with suitable skills are requested to submit a motivation letter, updated CV, Salary expectation with three referees through email: recruitment@np-actionagainsthunger.org by 12 October 2026 by 5 pm Nepal time.

The Vacancy Reference (ACFLOGADM) must be mentioned in the subject of the email otherwise the application may be disqualified. 

Only shortlisted candidates will be contacted for further process. ACF reserves the right to reject any or all applications. Telephonic inquiries will not be entertained.

Action Against Hunger | Action Contre la Faim (ACF) is an equal opportunity employer and encourages applications from women, people with disabilities and members from disadvantaged /underrepresented ethnic groups.