Logistics and Administration Manager

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world. DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All our positions are therefore subject to stringent vetting and reference checks.

Scope of Work

USAID BIODIVERSITY

POSITION: Logistics and Administration Manager

BASE OF OPERATIONS: Kathmandu, Nepal

GRADE: 10

POSITION REPORTS TO: Directors of Operations 

USAID Biodiversity will conserve nature, enhance human well-being, and safeguard Nepal’s biodiversity to improve the health of ecosystems, fight environmental crime, and improve the ability of communities to prepare for and adapt to impacts caused by climate change and natural disasters. The activity will achieve measurable conservation targets within the biodiversity-rich, terrestrial, and freshwater ecosystems of the Chitwan-Annapurna Landscape, Kailash Sacred Landscape, Terai Arc Landscape, and the proposed Karnali Conservation Landscape,  while increasing resilience to climate change and contributing to the inclusive and sustainable development of the Nepali people. To accomplish this, the activity will implement activities aligned with three mutually interrelated and reinforcing objectives: improve the health of ecosystems (Objective 1), strengthen environmental crime control and natural resource safeguards (Objective 2), and enhance the climate resilience of natural and human ecosystems (Objective 3).

1.  Objectives of the assignment 

The Logistics and Administration Manager will oversee administration, travel and logistics, event management, office management, and fleet management, and serve as a deputy to the Director of Operations. S/he will be responsible for ensuring proper use of and maintenance of project systems. S/he will work closely with the Chief of Party, Deputy Chief of Party and the Director of Operations to ensure that the project’s operational capacity is effectively leveraged to support achievement of USAID Biodiversity results.

2.  Tasks & Responsibilities

• Ensures compliance with local laws, USAID regulations, and DAI policies and procedures at all times 
• Enforces use of DAI’s administrative system (TAMIS)
• Maintains electronic records and files of all required backup documentation in the relevant DAI’s system platforms, including any required hard copy files
• Communicates regularly with operations colleagues in Biodiversity regional offices to highlight challenges and propose solutions, facilitating at least quarterly operations workshops. 
• Establishes strong systems and procedures to guide operations in-country, and ensure they are adapted and maintained throughout the program period of performance. 
• Manages ongoing customization needs and updates to the Field Operations Manual, TAMIS workflows, and other guidance documents. 
• Ensures that staff in the project office follow best practices for file management
• Meets regularly with senior management and technical staff to plan for upcoming technical activities and deliverables
• Prepares planning documents for all logistics needs as required
• Prepares travel plans and itineraries, coordinates effectively with staff
• Ensures comprehensive, robust and timely event management procedures are applied
• Acts as onsite liaison at events for senior management, to troubleshoot as required, ensure smooth running of all events, and provide oversight of service providers
• Works with the DOO to ensure that office needs are met (i.e. office equipment, supplies, furniture, meeting organization)
• Oversees the administration of office stocks of stationery and office supplies, and oversee management of supplies in provincial offices
• Oversees the rotation and management of any perishable supplies and all security and safety supplies
• Oversees the administration of Petty Cash
• Inspects goods or verify services, confirm delivery and receipt of goods, and monitor the use and disposition of goods
• Ensures fleet management and fuel reporting and management is handled according to DAI policies
• Oversees maintenance and servicing of all project’s vehicles.
• Ensures adherence of rental vehicles and hired drivers to project standards.
• Oversees management of fuel logs and data entry/record keeping
• Conducts spot-checks on fleet, and fuel and maintenance records.
• Reports any fuel consumption concerns to the DOO in a timely manner.
• Manages Kathmandu based operations staff and contracts (drivers, logisticians, front office, cleaners)
• Coordinates with Team Leaders on dotted line management of field operations staff and contracts to ensure consistent approach.

Other duties

• Provides leave of absence cover for staff as required.
• Escalates any issues to his/her supervisor immediately.
• Prepared to travel to project provincial offices as required.
• Performs any other duties as assigned.

3.  Qualifications 

• Bachelor’s degree required, degree in business or related field preferred.
• Experience managing logistic and administration of a donor funded programs, preferably with international donor-funded organization. For a candidate with a master’s 10 years of professional work experience is required, for a candidate with a bachelor’s 13 years of relevant technical experience is required. (Subtract one year of relevant experience—9 years with MA or 12 years with BA—for persons of excluded groups)
• 5 years supervisory experience
• Experience managing USAID funded development projects preferred but not required. 
• Previous experience with DAI policies, procedures, and systems preferred but not required.
• Strong communication skills - both written and oral – in English and Nepali.

Application link:

https://fs23.formsite.com/OLJTgx/uwhouylmmb/index

Application instructions:

Please select the position for which you are interested in applying for, fill out the required information and upload your CV. Only shortlisted applicants will receive notifications on the next steps.

Interested candidates should submit their application no later than May 5, 2023. 

Women and persons from excluded groups are encouraged to apply.

Consistent with DAI’s commitment to attracting and retaining staff from all races, ethnicities, castes and backgrounds, DAI may adjust eligibility requirements to allow for applicants from excluded groups.  In these cases, the Scope of Work and vacancy announcement will clearly indicate the minimum requirements according to the Country Compensation Plan as well as the revised minimum requirements for applicants representing an excluded group. DAI promotes workforce diversity and in Nepal, DAI considers excluded groups to be women, Dalits, indigenous ethnic minority groups, Madhesi, Muslim, persons with disabilities, people living in remote areas, and sexual and gender minorities.