Admin/Operation & Procurement Manager

POSITION SUMMARY

The Admin/Operations and Procurement Manager is responsible for managing administration and operations of the FHI 360 Nepal office. The position works and provides support for  efficient management of procurement, travel arrangements, inventory, office services, vehicles, and insurance while maintaining compliance with FHI 360 policies and procedures as well as local statutory and regulatory, and funders requirements. The Admin/Operations and Procurement Manager works closely with all departments and units within FHI 360 Nepal to ensure smooth and timely office operations.

KEY RESPONSIBILITIES

• Manage and supervise administrative services to ensure efficient day-to-day operations of the FHI 360 Nepal office.
• Manage and ensure that procurement processes comply with FHI 360 policies and procedures by reviewing procurement requests, obtaining quotations, preparing purchase orders, and securing required approvals and signatures.
• Manage all official domestic and international travel for staff and consultants, including visa processing, hotel reservations, and supporting to obtain necessary approvals from the funders and FHI 360 HQ. Ensure adherence to FHI 360 travel policy.
• Maintain and manage the inventory system, including preparation of inventory report for submission to funder/s, FHI 360 APRH and FHI 360 HQ.
• Coordinate with program teams and local implementing partners to facilitate smooth administrative and operational support for field office activities.
• Manage lease agreements and service agreements of FHI 360 Nepal office.
• Ensure effective management and utilization of FHI 360 vehicles while ensuring compliance with organizational vehicle policies and procedures.
• Oversee timely insurance of office equipment and vehicles.
• Manage and ensure timely provision of logistics support for program related workshops, trainings and conferences.
• Manage and ensure timely compliance with tax obligations, including preparation of VAT bills for reimbursement to the funders and coordination with the Inland Revenue Department.
• Ensure VAT reconciliation for local implementing partners and the country office in accordance with VAT Standard Operating Procedures.
• Supervise and guide direct reports to ensure effective performance and professional development.
• Perform other administrative, operations and procurement related duties as assigned by the supervisor and Country Representative.

• Master’s degree in humanities, business management or related social science or behavioral sciences and around five years related experience in administrative and office procedures or a bachelor’s degree in humanities, business management or related social science or behavioral sciences with seven years experience in administrative and office procedures.
• Strong knowledge and experience with office management systems.
• Excellent interpersonal, organizational, communication, coordination and collaboration, team building and management, and problem-solving skills.  
• Proactive in managing multiple tasks, managing and working in the virtual work environment, and flexible and open to managing time working with different teams in different time zones as needed.  
• Experience using Microsoft Office tools (Word, Excel, PowerPoint, Teams, Outlook, SharePoint, etc.) an advantage.
• Excellent oral and written English and Nepali including documentation skills

Interested Nepali Citizens are requested to apply for this job.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment  process. If you have questions or concerns about correspondence from us, please email [email protected].
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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