Procurement and Logistics Officer

VACANCY ANNOUNCEMENT

Procurement and Logistics Officer

Job Descriptions

FUNCTIONAL OBJECTIVE:

This position is responsible to ensure that the overall organizational level and projects level procurements are done in timely manner without compromising the quality of goods and service as well the compliance requirements of the donors and the host country.

Main Responsibilities:

I) Planning & Coordination Duties

• Coordinate with all program teams and be responsible for developing monthly procurement plans and implementation of procurement strategies for cost efficiency and quality products.
• Formation of procurement committee with concerned team members.

II) Purchasing of goods & services duties

• Receive /Issue and check Purchase Requisition for all the materials and equipment.
• Initiate the purchase process of any goods/ services after receiving the approved purchase requisition.
• Preparation of SBA summary or comparison sheet of received quotations, discussed with procurement committee and issue of Purchase orders to the vendors after approval by supervisor.
• Timely track of Purchase Order serial numbers and ensure that the process completes within the time frame provisioned in the procurement policy.
• Assist in developing bid documents, publishing of EOI & preparation of contracts for national and international tenders.
• Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements.
• Preparation of GRN, proceed for payments, and timely follow up of party/ suppliers’ payments.
• Reviewing, comparing, analyzing, and approving products and services to be purchased.
• Maintaining all accurate procurement documents, proper filling and pricing records.
• Provide periodic reporting for management on purchasing, controls, and processes.
• Ensure principles of value for money, transparency, fairness, efficiency, and accountability are implemented in purchasing activities.
• Manage contract performance that includes delivery, receipt, warranty, damage and insurance.

III) Vendors/suppliers Management Duties

• Seek and partner with reliable vendors and suppliers.
• Maintain and update supplier information such as qualifications, the timing of deliveries, product ranges, etc.
• Ensure clear requirements documentation such as Tax/vat clearance, company registration, official bank account details etc.
• Maintain good supplier relations and negotiate contracts to obtain the best price and services.
• Track and report important functional indicators to reduce expenses and increase effectiveness.
• Prepare supplier database and develop annual purchasing contract and agreements with the regular vendors.
• Keep vendors list up-to-date at any point of time.

IV) Legal and Statutory Compliance duties

• Follow all the Shechen Karuna procedures, guidelines, SOPs and instruct procurement policy while performing the activities related to procurement.
• Keep in consideration the legal requirements of Nepal government procurement act while performing the procurement activities

V) Inventory Management Duties

• Manages inventory tracking system to record deliveries and stock levels.
• Timely do the physical verification of received inventories and existing stocks.
• Receive, store, Issue, and entry of stocks to staff as per requirement. 
• Preparation of stock and inventory handover documents.
• Keeps accurate records of stock inward and outward. 
• Timely dispatch of project materials to the fields as per requirements and preparation of waybills.
• Preparation of monthly stock reports.
• Request, purchase, and refill of required stocks such as office stationeries, kitchen items, housekeeping goods, printer toners etc.

VI) Petty cash Management Duties

• Handle, compute, and summarize all the petty cash expenses.
• Prepare documentation or voucher of the recipient in all cash transactions and approved by Admin and Finance Director before reimbursement.
• Timely reimbursement, claims, and disbursement of petty cash and maintain petty cash float.
• Prepare petty cash expenses summary while submitting the summary to Finance.
• Follow Shechen Karuna’s Procurement policy regarding petty cash management.

VII) General supervision and Management

• Supervise the Office Assistants and provide timely supervisions and guidance to them for smooth operations of SK kitchen and cleanliness of SK office premises.

Qualifications and experiences

Master’s Degree in Business Administration/ Logistics/ Management /Finance/Accounting or related field with a minimum 2 years of experience as a Procurement Officer or any related position in the NGO/INGO sector. Or,

Bachelor’s Degree in Business Administration/ Logistics/ Management /Finance/Accounting or related field with a minimum 4-5 years of experience as a Procurement Officer or any related position in the NGO/INGO sector.

Knowledge, Skills and competencies 

• Good knowledge and understanding of procurement processes, policies, and systems.
• Excellent communication and report writing skills in English and Nepali.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, Excel, Saralbooks)
• Ability to analyze problems and strategize for better solutions
• Ability to negotiate, establish, and administer contracts
• Ability to multitask, prioritize, and manage time efficiently
• Accurate and precise attention to detail
• Ability to work well with management and staff at all levels
• Goal-oriented, organized team player
• Two wheeler driving license will add an advantage.

To apply for the position, please send an email to: nepal@karuna-shechen.org  with an updated CV and motivation letter with available date mentioning the position applied for in the subject of the email. 

Application Deadline: Tuesday, 27 June 2023

Expected Start Date:  As soon as possible

Contract Duration: Regular position, with annual renewal basis January to December yearly

Offered Salary: Basic starting from NPR 50,000 monthly and with other fringe benefits as per labor law and HR policy of organization.

Due to urgent priority to fill in the position, recruitment can be held on a rolling basis and Karuna Shechen Nepal reserves the right to select a candidate prior to the deadline.

Only shortlisted candidates will be contacted for further selection process. Telephone inquiries will not be entertained. 

Shechen Karuna is committed to a diverse workforce in terms of gender and culture. Applications from women, ethnic and marginalized groups are highly encouraged to apply. Canvassing at any stage of the process will lead to disqualification.