Supply Chain and Admin Coordinator

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Job Description:

The Response Supply Chain & Administration Coordinator is responsible for leading and coordinating all supply chain, procurement, logistics, fleet, warehouse, asset management and administration functions for the Nepal Flash Flood Response. The position ensures that all response operations are conducted in compliance with WVI policies, donor regulations, humanitarian principles, safeguarding requirements and Government of Nepal regulations while supporting efficient delivery of humanitarian and recovery interventions through both WVI Nepal and Partner NGO structures. The role works under the supervision of the Support Services Lead and collaborates closely with Operation teams, finance, security, MEAL, procurement vendors, and partner NGOs.

MAJOR RESPONSIBILITIES

Supply Chain Operation and Coordination

• Maintain strong functional alignment with WVI Nepal Supply Chain Department.
• Ensure all procurement activities comply with WVI Nepal Supply Chain Policies, donor requirements and Delegation of Authority.
• Collaborate with the National Office Supply Chain function on high-value, complex and strategic procurement activities.
• Lead end-to-end procurement and supply chain operations for response and recovery activities.
• Develop and monitor procurement plans aligned with project implementation schedules.
• Participate in procurement committee meetings and supply chain review meetings.
• Submit regular procurement, inventory, logistics and asset reports.
• Escalate procurement risks, fraud concerns and compliance issues through appropriate channels.
• Receive and review Purchase Requisitions and facilitate sourcing and procurement processes in accordance with policy.
• Manage purchase orders, amendments and supplier coordination to ensure timely delivery of goods and services.
• Coordinate closely with Partner NGOs to ensure timely procurement, logistics and supply chain support for project implementation.
• Monitor procurement lead times and proactively address procurement bottlenecks affecting program delivery.
• Track supply pipeline status and provide regular updates to the Support Services Lead and project teams.
• Coordinate receipt, inspection, warehousing and dispatch of relief and recovery supplies.
• Ensure accurate tracking of goods from procurement through distribution or final delivery.
• Support emergency procurement and rapid response requirements during disaster response and recovery operations.
• Coordinate with program, finance, MEAL and operations teams to ensure procurement activities support approved implementation plans and donor commitments.
• Ensure procurement and logistics documentation is complete, properly filed and audit ready.

Administration, Assets and Fleet management

• Manage general office administrative functions, including utilities, insurance, vehicle tax, renewal process, leave records, and inventory management.
• Facilitate workshops, trainings, and events at the field office level, including logistics arrangement, coordination with hotels, catering service providers, and settlement of invoices.
• Support documentation and filing systems, ensuring records are properly approved, stamped, and stored.
• Ensure effective mobilization and scheduling of drivers based on field movement demands.
• Maintain and review vehicle logbooks weekly, ensuring records include fuel, maintenance costs, and odometer readings
• Ensure optimal fleet management in environmental safeguarding prospective (aging analysis, vehicle repair orders, track service quality) and calculate drivers’ overtime hours.
• Oversee timely renewal of vehicle taxes and insurance.
• Lead and execute the asset management policy and procedures in managing all the assets at field offices and with partner NGOs ensuring assets are updated on the Asset Management System, safeguarded, reconciled, and disposed of in a timely manner.
• Ensure proper documentation and accountability for office and fleet-related expenditures.
• Support the National Office in implementing the Global Insurance and REAM process in order to meet the global timelines.

Strategic Sourcing and Supplier Management

• Develop and maintain consolidated procurement and sourcing plans in consultation with WVI response teams and Partner NGOs.
• Conduct market assessments, supplier mapping, prequalification and price analysis to support informed sourcing decisions.
• Lead RFQ/RFP processes, supplier negotiations and sourcing activities in accordance with WVI and donor requirements.
• Facilitate procurement committee processes and ensure complete and compliant procurement documentation.
• Provide oversight and technical support to Partner NGO procurement processes to ensure compliance with WVI policies and donor regulations.
• Monitor procurement performance, supplier performance and procurement risks, and recommend corrective actions as required.
• Coordinate with the National Supply Chain function to leverage framework agreements, approved supplier databases and strategic sourcing opportunities.
• Support the preparation, review and administration of supplier contracts and service agreements in compliance with WVI and donor requirements.
• Ensure suppliers understand agreed terms, delivery schedules, quality standards and contract requirements.
• Monitor supplier performance and address contract or service delivery issues in a timely manner.
• Coordinate contract renewals, amendments and close-out processes as required.
• Maintain effective working relationships with suppliers to ensure uninterrupted support to response operations.
• Ensure supplier contracts and procurement records are properly maintained and accessible for audit and compliance purposes.

Data Management, Analysis and Reporting

• Monitor performance of key indicators, conduct root cause analysis of low performing areas and develop plans to improve those indicators
• Conduct cost price analysis to formulate negotiation plans.
• Analyze industry trends and market competitions to develop business improvement initiatives.

Compliance, Risk Management

• Socialize and implement the approved policies (including exemptions approved), processes and guidelines.
• Conduct regularly reviews of procurement policies, processes and guidelines to measure their effectiveness and applicability, including customer satisfaction and report to NO Management.
• Advise National Offices on how to manage and maintain Logistics Tool & Dashboard for metric visibility in supply chain channels and timely communication with clients.
• Review with Partners NGOs, their SCM Policies, procedures and etc. to identify any gaps, document them under assessment reports, and capture under capacity building plans.
• Develop risk identification & assessment tools, registers and other tools and assess SCM related risks.
• Develop proper filing and record keeping process for supply chain activities and ensure procurement audit trail is always available.
• Monitor adherence to control measures and compliance with WV supply chain policies and guidelines.
• Escalate any form of breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM identified during the monitoring process.
• Implementation of agreed audit recommendations in the procurement process as per the guidance given by the Supply Chain & Admin Manager.
• Review Partners NGOs internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.
• Periodically monitor the progress on implementation of recommendations and update the management of all parties.

Leadership and Coaching

• Manage and ensure the performance and wellbeing of direct reports through performance reviews, frequent conversations and other method as appropriate. Provide guidance and support to the direct reports including Supply Chain Staff, Admin Staff, Drivers and Janitor in performing their jobs with efficiency and effectiveness, through performance conversation, coaching and capacity building.
• Ensure that all Supply Chain staff members in Field Office and PNGOs level understand Procurement Policies, Processes, and Systems
• Plan and coordinate departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions.
• Anything else requested by Supply Chain & Admin Manager to improve the quality of supply chain management for WVIN & Partners.
• Ensure strong cross functional collaboration, conversation for efficiency and business excellence.

Training and Capacity Building

• Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement Policies, Processes, and Systems
• Conduct Partners NGOs capacity assessment and capacity building plans as per set framework / guidelines.
• Train the Partners NGOs based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Education, training, license, registration and certification

• Bachelor degree or equivalent qualification in management, business administration, supply chain, finance and related areas

Required Professional Experience

• At least 3 years’ work experience in Procurement, Supply Chain and Administrative roles in NGOs / INGOs or similar sectors
• Strong negotiation, interpersonal skills, organizational, administrative and facilitation skills
• Strong knowledge of Procure-to-Pay processes.
• Effective communication and negotiation skills
• Knowledge of Microsoft Office, Supply Chain / Procurement Systems
• Demonstrated collaboration & team building skills
• Strong analytical skills

Preferred Knowledge and Qualifications

• General Accepted Accounting Principles (GAAP), Knowledge on Nepalese Taxation, and VAT Act.
• Public Procurement Act, Business Law, Contract Management
• Excellent computer literacy & skill of MS office applications (Word/Excel/PowerPoint/internet etc.)
• Good command of English & Nepali languages (written & spoken)
• Able to articulate and communicate ideas well verbally and in writing
• Practical knowledge of project operation, finance, administration, assets and fleet management, supply chain.
• Understanding of World Vision Financial and Supply Chain System & procedures

Work Base: Nuwakot District

Duration: One year

Travel and/or Work Environment

Travel to flood-affected areas. Field travel may involve difficult road conditions, disrupted access, remote locations and basic accommodation.

Physical Requirements

Willingness and physical ability to travel to remote and disaster-affected locations.

Language Requirements

Fluency in written and spoken English and Nepali.

“World Vision is committed to achieving diversity, as the diversity of our teams is critical to our overall success. WV welcomes applications from qualified professionals all over Nepal. Women, people with disability, and members from other marginalized groups are strongly encouraged to apply.”

“Children and vulnerable adults who come into contact with WV as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that WVI Nepal shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates, in accordance to its Child and Adult Safeguarding Policy. WVI Nepal has zero tolerance to child rights’ violations, by employees and/or affiliates.”

WVI Nepal reserves all rights to qualify/disqualify applications in any case.

Applicant Types Accepted: