Overview
The Procurement and Operations Associate will support the financial, procurement, and operational management of the Nepal GLOF Project, ensuring compliance with UNDP and donor regulations and providing administrative and financial support.
Key Responsibilities
- Ensure effective procurement planning, execution, and logistics management.
- Organize and manage procurement processes, including RFQs, ITBs, and RFPs.
- Prepare purchase orders and contracts in Quantum.
- Maintain a systematic filing system for procurement and logistical activities.
- Act as the focal point for procurement, supply, and asset management.
- Coordinate the timely preparation and submission of periodic inventory reports.
- Oversee the storage, handling, release, and transfer of title for all project assets.
- Coordinate with suppliers, government authorities, and other stakeholders regarding importation and deliveries.
- Assist in the preparation and monitoring of Annual and Quarterly Work Plans.
- Monitor budget expenditure and prepare quarterly financial reports.
- Provide support for drafting MoUs, contracts, and payment processing.
- Undertake routine administrative and finance procedures.
- Ensure proper maintenance of financial, procurement, and personnel records.
- Coordinate travel arrangements for project staff, consultants, and partners.
- Organize workshops, training sessions, meetings, and conferences.
- Provide logistical support for Project Board and stakeholder meetings.
- Support day-to-day operational management.
- Maintain an organized and reliable filing system for project-related correspondence.
- Synthesize lessons learned and best practices in procurement, logistics, and finance.
- Provide guidance and training to implementing partners on procurement and supply chain.
- Support the drafting of internal and external correspondence.
- Facilitate and maintain strong working relationships with government authorities, private sector actors, UN agencies, donors, and civil society organizations.
- Ensure that all procurement, finance, and administrative activities comply with UNDP policies.
- Regularly monitor the progress of procurement requests, delivery of goods, and payment processes.
- Assist in preparing progress updates, relevant monitoring dashboards, and status reports.
- Support responses to audit queries, donor reviews, and government compliance checks.
- Provide inputs to strengthen accountability, internal controls, risk management, and continuous improvement of administrative and financial processes.
- Ensure GESI considerations are systematically incorporated into procurement, budgeting, planning, and implementation of project activities.
- Fully comply with UNDP’s GESI policy and uphold zero-tolerance standards for sexual and gender-based violence.
- Promote and maintain a safe, inclusive, and respectful working environment.
- Collaborate with project team members, implementing partners, and sub-grantees to ensure safe, inclusive, and “Do No Harm”-compliant implementation of project activities.
- Support awareness-raising and training initiatives to strengthen GESI integration across all project functions.
Required Experience
- Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level.
- At least 3 years in managing public sector procurement of goods and services would be an advantage.
- Demonstrated experience providing operational, procurement, administration, logistics, or supply chain management in development or project settings.
- Strong analytical and problem-solving skills.
- High level of integrity, professionalism, and accountability.
- Ability to work under pressure and deliver within deadlines.
- Strong problem-solving skills and results-oriented mindset.
- Commitment to diversity, gender equality, and inclusion principles.
- Proven experience in vendor management, procurement processes, and contract administration.
- Ability to coordinate effectively with internal clients, vendors, and service providers.
- Demonstrated client-oriented approach and ability to work collaboratively in a multicultural environment.
- Strong ability to analyze quotations, evaluate bids, and prepare clear documentation.
- Excellent attention to detail and ability to maintain accurate and compliant procurement records.
- Strong planning and time-management skills.
- Strong understanding of procurement rules, regulations, and best practices.
- Experience in preparing RFQs, RFPs, bid analyses, purchase orders, and contract management.
- Familiarity with e-procurement systems (e.g., Quantum/Atlas/SAP).
- Strong administrative skills, including office management, travel arrangements, inventory management, and asset tracking.
- Excellent organizational skills.
- Experience supporting large-scale Procurement for multi-stakeholder programmes with multiple tiers of government.
- Experience building partnerships with government, CSOs, and international development partners.
Qualifications
- Secondary education is required.
- OR A first-level university degree (bachelor’s degree) in Business administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
- CIPS level 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment.
- Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.
