Admin/Operations and Procurement Manager

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions for human development. Established in 1980, FHI 360 operates in over 60 countries and employs more than 4,000 staff members worldwide. The organization focuses on various sectors including health, education, and economic development, and is committed to ensuring that its programs are effective and sustainable. FHI 360 is known for its commitment to safeguarding and preventing abuse, exploitation, and harassment in its work environments and programs.

Job Overview:
The Admin/Operations and Procurement Manager plays a crucial role in managing the administrative and operational functions of the FHI 360 Nepal office. This position is responsible for ensuring that all procurement processes are compliant with FHI 360 policies and local regulations. The manager will oversee travel arrangements for staff and consultants, manage inventory systems, and coordinate with various departments to facilitate smooth operations. The role requires a proactive approach to managing multiple tasks and working collaboratively with teams across different time zones. The manager will also be responsible for ensuring compliance with tax obligations and managing logistics for workshops and conferences, making this position integral to the overall efficiency of the office.

Duties and Responsibilities:

• Manage and supervise administrative services to ensure efficient day-to-day operations of the FHI 360 Nepal office.
• Ensure procurement processes comply with FHI 360 policies by reviewing requests, obtaining quotations, preparing purchase orders, and securing necessary approvals.
• Manage all domestic and international travel arrangements for staff and consultants, including visa processing and hotel reservations, while adhering to FHI 360 travel policy.
• Maintain and manage the inventory system, preparing reports for funders and FHI 360 HQ.
• Coordinate with program teams and local partners to facilitate administrative support for field activities.
• Manage lease and service agreements for the Nepal office.
• Ensure effective management of FHI 360 vehicles and compliance with vehicle policies.
• Oversee timely insurance of office equipment and vehicles.
• Provide logistics support for program-related workshops, trainings, and conferences. 1
• Ensure compliance with tax obligations, including VAT bills and coordination with the Inland Revenue Department. 1
• Supervise and guide direct reports to ensure effective performance and professional development. 1
• Perform other duties as assigned by the supervisor and Country Representative.

Required Qualifications:
Candidates must possess a Master’s degree in humanities, business management, or related social sciences with around five years of relevant experience in administrative and office procedures. Alternatively, a Bachelor’s degree in the same fields with seven years of experience is acceptable. Strong knowledge of office management systems is essential, along with excellent interpersonal, organizational, communication, and problem-solving skills. The ability to manage multiple tasks in a virtual work environment is crucial, as is proficiency in Microsoft Office tools such as Word, Excel, PowerPoint, Teams, Outlook, and SharePoint.

Educational Background:
A Master’s degree in humanities, business management, or related social sciences is preferred. A Bachelor’s degree in the same fields is acceptable if accompanied by sufficient experience. The educational background should reflect a strong foundation in administrative and office management principles.

Experience:
The position requires approximately five years of related experience for candidates with a Master’s degree, or seven years for those with a Bachelor’s degree. Experience should include administrative and office procedures, with a strong emphasis on procurement and operations management.

Languages:
Fluency in both oral and written English and Nepali is mandatory, as the role involves documentation and communication in both languages. Proficiency in additional languages may be considered an advantage but is not required.

Additional Notes:
This position is open to interested Nepali citizens only. The final deadline for applications is 5:00 p.m. on April 2, 202

• Only shortlisted candidates will be invited for written tests and interviews. FHI 360 reserves the right to reject any or all applications without explanation. The organization is committed to equal opportunity and affirmative action, ensuring a non-discriminatory hiring process. All offers of employment will be subject to screening checks, including reference and criminal record checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS) to ensure a safe working environment.