Logistics & Procurement Coordinator

Plan International Nepal View All Jobs By Recruiter
Regional Office-East, Dhanusa 11/24/2020 - 12/7/2020

Position Details

  • 1
  • None Specified
  • Bachelors(Undergraduate)
  • Administrative, Accounting, Finance, Procurement, Logistics, Operations
  • Regional Office-East, Dhanusa

Summary of Position


Title : Logistics & Procurement Coordinator

Functional Area :  Operations

Reports to : Regional Manager (Regional Office – East)

Logistics & Procurement Manager (Country Office)

Location : Regional Office, East

Travel required : Yes

Effective Date : 1 January 2021

Grade : C2

Term : Fixed term employment for 2 years from the day of employment based in Regional Office-East, Dhanusa. 



Plan International is a development and humanitarian organisation that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters and partners in over 75 countries. Our programs are underpinned by a core of defined values, including transparency and accountability, team collaboration, inclusion and integration, as well as the overall ambition to empower girls and young women as legacy.

Plan International has been working in Nepal since 1978 and developed a strong reputation as a respected development and humanitarian actor helping marginalised children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International works in 24 districts in Nepal.

Plan International Nepal has a vision for 2030 as “an inclusive, just and safe society where all girls and young women enjoy their rights and live in freedom”. This is coupled with the ambition of taking action so that 100 million girls learn, lead, decide and thrive as “Girls and young women in all of their diversity reach their full potential as equal and active citizens” by 2023. The country strategy is put into action through the implementation of three interrelated program areas defined as follows:

LEARN: the “Education and Skills and Opportunities for Youth Employment and Entrepreneurship (SOYEE)” program aims to assist vulnerable and excluded girls and young women in adapting and thriving in a changing climate;

LEAD AND DECIDE: the “Youth as Active Drivers of Change and Sexual and Reproductive Health Rights (SRHR)” program aims to empower girls and young women in leading change, having control over their bodies and making informed decisions; and

THRIVE: the “Early Childhood Development (ECD), Child Protection and Child Poverty” program enhances vulnerable and excluded children, especially girls, to be valued and cared for without discrimination, fear and any forms of violence.

Plan international Nepal seeks candidates who practice feminist leadership, promote diversity, actively seek innovative solutions for problems, courageously and respectfully share their opinions and ideas, break down barriers and engender cross-department collaboration, practice active listening, maintain confidentiality, build trust and are passionate about children’s rights and equality for girls.



The Logistics and Procurement Coordinator will be responsible for the coordination and implementation of the Procurement, Logistics and Administrative supports of the program operations within the Regional Office – East.

S/he ensures that processes are developed so that program delivery is handled in an efficient, reliable and effective manner.

S/he supervises Driver and Office Attendant in this role.




Regional Office Staff Members

Regional Manager

Operation and Finance Director

Logistics and Procurement Manager(CO)

Governmanet Offices  

Vendor and Service Providers

Partners Organization




Procurement of goods and services

  • Manage the procurement procedures to select consultants and contractors’ servicespursuant to a fair and transparent selective process to meet the organisation needs;
  • Develop and maintain an up to date register listing potential consultant andprofessional (individual/firm) as well as vendors and suppliers;
  • Ensure that: the annual plan for procurement of goods and services as well as the quarterlyplan are in place by the required dates; all purchases are processed in accordance with the operational manuals andapplicable statuary requirements; all the procurement activities are timely and accurately recorded in SAP;
  • Closely work with the finance team to ensure timely payment of received invoices; and
  • Maintain an up to date procurement register as well as a purchase ledger.


Inventory and Assets Management

  • Maintain records of all assets (i.e. fixed and non-fixed) at all times;
  • Manage planned servicing/repairs of office equipment and fixed assets pursuant tothe requirements of the service contracts in place;
  • Timely organize & facilitate maintenance and repair services ensuring effective officeadministration and operations;
  • Facilitate the transfer to partner or disposal of fixed assets/ equipment either unused ordefective as per the Operation Manuals;
  • Maintain the supply and stock of non-consumable items;
  • Monitor and ensure timely tax payment and renewal of office vehicles in accordancewith the applicable legislation; and
  • Monitor and renew the insurance of all fixed assets and vehicles at regional office asrequired.


Logistics Team Management

  • Promote capacity building of the logistics team and supply chain;
  • Maintain a duty roster for Office attendant, drivers and external security Guards;
  • Supervise Office Attendant and Drivers; and
  • Prepare and provide the approved OT sheet monthly by due date to HR dept.


Cash Fund Transactions

  • Manage cash fund transactions and maintain accurate record of expenditures andcash balance on a daily basis;
  • Ensure payment requests are approved by the delegated authority and all supportingdocuments are provided before releasing payment from cash fund;
  • Ensure cash fund is safely kept and used for official transactions only; and
  • Promptly issue ORF for cash refund to Plan, made by staff or external parties and handover the case to Finance for Bank deposit.


Provide general administrative support in Regional Office

  • Provide on time logistics support for implementation and delivery of program activities;
  • Review and forward all claims submitted by staff members;
  • Support HR activities as required, including:
  • Preparation and update of leave information of all RO-East staff and submissionof a monthly report to HR;
  • Maintain all types of contract made in the RO-East;
  • Arrange the hotel booking, accommodation and hall for any officialvisits/events/workshops; and
  • Maintain proper documentation and record keeping of all RO-East related legaldocuments.


Partner Capacity Building

  • Organize coaching and capacity building session for partner NGO in relation toprocurement management & Asset management;
  • Provide regular support to NGO partner in respect of procurement process;
  • Provide support for maintain fixed asset registered as per organizational policy; and
  • Conduct field visits for partner procurement process (including unplanned check andfield verification).


Safety & Security

  • Focal point for security of the RO-East which entails providing of support to the Regional
    Manager in decision making on security issue based on available local information and
    ensuring that organizational security requirements are complied with;
  • Provide guidance to staffs/Driver on SOP’s and ensure it is complied with;
  • Report any security incident to the Country Office security focal point through Regional
    Manager; and
  • Facilitate and support the Regional Manager in conducting Security Review Meetings.



Qualifications, Knowledge and Experience

  • Bachelor’s Degree in Business Administration/Business Studies or equivalent with 2-3years of experience or a Masters Degree in Business administration/Management/Business Studies with 1-2 years of relevant experience
  • Fluency in English and Nepali;
  • Sound knowledge of procurement and tendering processes;
  • Good knowledge of tax laws and bylaws; and
  • Proficient in relevant software and other relevant applications.



  • Demonstrated people management skills;
  • Strong negotiation, facilitation and influencing skills;
  • Demonstrated analytical thinking
  • Demonstrated communication skills
  • Building collaborative relationships



  • The position is based in Regional Office- East with travel in field as required.



Low contact: No contact or very low frequency of interaction


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