Operations Coordinator

Operations Coordinator

USAID’s Tayar Nepal - Improved Disaster Risk Management Project

Scope of Work

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments. More information about DAI can be found on the DAI website (www.dai.com). 

Project Background

USAID/Tayar Nepal – Improved Disaster Risk Management (DRM) Project is a five-year project funded by the United States Agency for International Development (USAID) and implemented by DAI Global LLC (DAI) since 2019 to strengthen the capacity of Nepal’s national and municipal institutions responsible for disaster risk reduction, preparedness, and response.  Tayar Nepal implements a two-pronged (Stronger Systems + Safer Settlements) approach that strengthens institutions and capacities at the national and local levels to strengthen Nepal’s resilience to natural & non-natural disasters. 

Summary of Primary Duties

The Operations Coordinator is responsible for ensuring office operations include organize regular staff meetings, up to date event calendar, facilitate expat visa process, and lead other logistic & administrative needs. The Operations Coordinator will oversee field visit requests and manage drivers’ time and transportation schedule accordingly. 

Essential Duties

• Lead an event and work closely with the technical team and procurement team to manage project-related event (workshop, meetings, training, etc.) including developing of the plan, budgeting, coordinate logistics, events materials, invitations, follow ups etc.
• Oversee project inventory including recording, distributing, and update / audit.
• Maintains event calendar and contacts of external stakeholders (e.g. other diplomatic missions, international development agencies, offices of the Government of Nepal, etc.)
• Responsible for liaising with office building management and facilitate lease negotiations between expatriate staff and prospective landlords.
• Manages visa requirement for expatriate, vehicle registration/renewal and phone registrations
• Manages office facilities include system operation procedure, maintenance, use log, etc.
• Process travel arrangements for national and expats (hotel, airport pick-up, etc.), ensuring necessary logistics, approvals and travel insurance are in place 
• Maintain requisitions, BPA/PO releases, and analyze and reconcile supplier invoices for all ordered and supplied goods and services, and provide all required backup documentation to the Finance Department for payments 
• Procuring official goods/services and preparation of all procurement-related documents i.e. Purchase order, purchase requisition, collecting quotations, preparing bid-review matrix, and getting approval following DAI PSOA.
• Coordinate for publishing DAI Tayar Nepal advertisements as and when required.     
• Coordinate with Government of Nepal counterparts for visa processing, and other administrative requirements for any international travel.
• Lead for processing renewal of project vehicle blue book with insurance and payment of annual vehicle taxes as applicable.
• Any other duties assigned by supervisor

Qualifications

• A minimum of 4 years/master’s degree or 8 years/ bachelor’s degree of relevant experience, including at least 6 years of work experience in administrative, logistics, or related area (For excluded group a minimum of 3 years with master’s degree or 6 years with bachelor’s degree)
• Relevant experience working on USAID contract in a related role highly preferred.
• Strong attention to detail and organizational skills required.
• Strong computer skills (MS Office suite) required.
• Excellent written and verbal communication skills required.
• Fluent English required.

Location and Reporting

This position is anticipated to be through September 2024 .The level of effort is 260 days per year. The Operations Coordinator will supervise Front Office Associate and Drivers and work closely with the Procurement and Logistic Team to ensure the smooth and effective implementation of Tayar’s activities in the municipality. The Operations Coordinator will be based in Kathmandu with frequent travel to the eight selected municipalities across Nepal and will report to the Director of Finance and Administration. 

Application Instructions:

Interested applicants should submit an updated CV to TayarRecruitment@dai.com  by August 27, 2023. 

Women, persons with disabilities, and those from marginalized and disadvantaged communities are encouraged to apply.