Procurement and Logistics Officer

Vacancy Announcement

Public Date: 12th July 2025

Background:

Janajati Society Development Program (JSDP Sindhuli is a district-based non-profit making development organization registered at District Administration Office, Sindhuli. JSDP Sindhuli has been working in the different development initiatives for the sustainable development in Sindhuli District, since its establishment. It is established for the socio-economic improvement of the deprive, socially excluded and marginalized people of the District. JSDP envisions justice, gender-equitable and socially inclusive society where peace, progress and prosperity prevail.

JSDP Sindhuli is working ini the field of children, adolescents and youth at Sindhuli District. JSDP Sindhuli is currently implementing Girls Standing Strong (GSS) Project and Sponsorship Communication Program (CSP) in Sindhuli District with the partnership of Plan International International Nepal. It is currently seeking following candidate for the its projects. 

Position Title: Procurement and Logistics Officer-1 

Project: GSS and Sponsorship communication project, Sindhuli

Expertise: Sound understanding and skills in project finance management. Bachelor's Degree in Finance/Management/ or other relevant field with minimum 3 years working experience in the relevant area.

Duty Station: Kamalamai Municipality, Sindhuli at the JSDP Office with 30% field in program site

Contract Type: 7 months with possibility of extension

Responsible to: Directly to PC of Janajati Society Development Program, Admin and Finance Officer

Major Responsibilities:

A. Finance related (30%)

• Prepare operation budget and its revision with coordination of project team.
• Support to prepare the bank reconciliation statement.
• Advance Settlement documents review and settle, Payment requests reviews, requests for additional information, and ensure that payments with the Finance team continue to move through proscribed process.

B. Administrative/Logistic related (45%)

• Maintain the record of Petty cash account with necessary cash voucher to enable to make it transparent and easily analyzable.
• Advance Settlement documents review and settle, Payment requests reviews, requests for additional information, and ensure that payments with the Finance team continue to move through proscribed process.
• Ensure that inventory is properly tagged, and update the asset/inventory record according to the policies.
• Update inventory register/database whenever there is a new purchase, asset movement, asset issuance, receiving and disposal.
• Initiate process for disposal. Maintain record of asset disposal i.e. auction, donation, destruction write-off etc.
• Control access to the equipment and take reasonable security precautions to discourage loss and theft of items.
• Establish a check-out/check-in system for property items that are used by multiple employees (for example, cameras, laptops etc.).
• Supervise maintenance of vehicles as per schedule and that repairs are carried out in an effective and timely manner in coordination with technical staff.
• Support to conduct annual physical inventory check.
• Maintain the stock register and supervise office assistant to make sure it is regularly updated in coordination with the Office Assistants, as required.
• Responsible for making hotel reservations for all events according to the requirement.
• Assist the board and finance for the Procurement and Operations, in coordinating with the concerned team.
• Supervise facilities management, and ensure overall office maintenance, including electronics, furniture and fixtures.
• Ensure that all utility bills, vehicle tax & renewal are done within due date and submit a quarterly utility and communications report to finance, Admin and Procurement, updating progress.
• Monitoring performance of the staff as per policy and agreement.
• Maintain record and follow-up to staff for annual performance appraisal, leave plan, performance plan, duty rosters, duty allocation chart.
• Support program staff to prepare procurement plan/correctly filled up purchase requisition
• Ensures to procurement process in accordance with donor compliances and Organization's procurement and financial guideline.
• Ensures proper CANVAS sheet, decision memo and purchase orders for procuring goods/services are prepared and submits it to approval authority.
• Regular follow up with vendors to ensure the vendors collect their payments on time and obtaining receipt acknowledgement after payments to suppliers and partners on all the bank-to-bank transfers
• Manage logistic support (hotel booking, air ticketing, vehicle, hiring etc.) to all staffs and interns
• Coordinates with service providers and arrange hotel and transport facilities as per requirements.
• Carries out general shared office related works, such as receiving guests, arranging training etc.
• Ensures logistic support to organize organizational events and workshops effectively
• Ensures vehicle log book is filled properly by the all staff and also timely renewal of office vehicles
• Ensures the log book is maintained for outgoing and incoming letters 
• Ensure office is clean and have good working environment
• Supports other works as per need of the project as directed by Project Coordinator.

C. Human Resource Management support (15%)

• Ensures all the staff have contract, insurance and others
• Support board for hiring process of human resource, if it will be needed.
• Support to maintains personal files, staff leave record, attendance register, timesheet, reconciliations, fixed asset registers, stationary stock register, vendor roster, purchasing files, agreement files, incoming/outgoing register etc.

D. Learning and Representation (5%)

• Learn on career related and necessary organizational and project related matters.
• Share procurement, operation, logistical and tax related matters to staffs.
• Represent in different internal and external meetings.
• Coordinate and communicate vendors, partners and LGs as per administrative and logistic matters.
• Study safeguarding of children and program participants and other relevant policies of the JSDP and partner and support to ensure it in working and program deliver environments.
• Orient safeguarding policy, anti-corruption and anti-fraud policies and other relevant policies to vendors, suppliers and consultants

E. Humanitarian Response (5%)

• Support for procurement and logistic during the humanitarian context as per organization need and partner suggestion
• Serve as ERT member of the JSDP

Requirements

• Bachelor's Degree in Business Management, Finance, Accountancy and other relevant field with at least 3 years’ experience in managing finance function, Experience in dealing with audit, tax related matters and issues.
• At least 3 years’ experience in managing admin and logistic function including financial management. 
• Hands-on experience in working with INGOs/NGOs
• Experience in dealing with audit, tax related matters and issues.
• Wider perspective of financial and administrative management in developmental organizations 
• Language: Ability to write clearly and concisely in English and Nepali
• Communication: Sound communication skills, managing work relationships (internal/external), coordination, and networking.

Skills

• Analytical & Problem Solving 
• Communication/ Listening 
• Inter-personal dealing 
• Working with team 
• Negotiation 
• Networking/ Documenting
• Report writing skills in English
• Advance computer skills in Word, Excel, and accounting software especially truebook

If eligible, drop your CV with cover letter to HR Department of JSDP Sindhuli with in 7 days in office hour of notic publication to jsdp_vacancy@jsdpsindhuli.org.np or documents can be submitted in the Office at Kamalamai-6, Ratmata Sindhuli in office hour with the mentioned time frame. If the last day of application fall on public holiday, the application can be submitted on the next day as well. 

Only Shortlisted candidates will be contracted for the next stage of the selection process. Requested to submit updated CV including cover letter clearly mentioning the position applying the subject line. No telephone inquiries will be entertained and any inappropriate recommendation might be automatically disqualifying the candidate form the further process. JSDP Sindhuli respects child right and strictly follows the child protection policy of the organization. 

JSDP Sindhuli is an equal opportunities employer and strictly follows the merit-based selection. Qualified female, Dalit, Adibasi Janajati, Person with Disability, Madhisi and female candidates or those from the disadvantaged communities are strongly encouraged to apply.