Procurement & Logistics Officer

Job Description

Position: Procurement & Logistics Officer
Department: Administration Depart
Project/Program: Sabal Balika Sabal Samudaya (SaBaSS) – Project
Reports to: Senior Administrative & Finance Officer / Executive Director
Duty station: KIDS Central Office, Taulihawa, Kapilvastu, Lumbini Province
Employment Type: Full-time

About the Organization

Kapilvastu Integrated Development Services (KIDS) is a non-governmental, non- profit, and non-political organization established on 31 August 2005 in Kapilvastu District, Nepal. The organization is duly registered with the District Administration
Office and affiliated with the Social Welfare Council (SWC) since 20 March 2007. 

KIDS was founded by committed community members with the vision of fostering an equitable, healthy, resilient, and self-reliant society. Since its establishment, the organization has worked to improve the quality of life of vulnerable and marginalized
communities through inclusive, community-driven, and sustainable development interventions.

KIDS implement development and humanitarian programs across Lumbini Province in partnership with government agencies, national and international NGOs, UN agencies, donor organizations, and local communities. Its core thematic areas include Health,
Nutrition, Water, Sanitation and Hygiene (WASH), Food Security and Livelihoods, Climate Change Adaptation, Disaster Risk Reduction (DRR), Child Protection, Gender Equality and Social Inclusion (GESI), Education, and Community Empowerment.

The organization is committed to maintaining the highest standards of good governance, transparency, accountability, safeguarding, financial stewardship, and compliance with the Government of Nepal’s legal and regulatory framework, donor requirements, and internationally recognized humanitarian and development principles. KIDS promote integrity, ethical conduct, gender equality, inclusion, environmental responsibility, and a culture of continuous learning and organizational excellence in all aspects of its work.

Job Summary

The Procurement & Logistics Officer is responsible for supporting the efficient planning, implementation, and monitoring of procurement, logistics, inventory, asset management, and fleet operations for organizational and project activities. The position
ensures that all procurement and logistics processes are conducted in compliance with the policies and procedures of Kapilvastu Integrated Development Services (KIDS), donor requirements, and the applicable laws and regulations of the Government of Nepal.

The Procurement & Logistics Officer coordinates the procurement of goods, works, and services through transparent, competitive, and value-for-money processes. The position is responsible for maintaining procurement documentation, managing supplier relationships, coordinating logistics arrangements, monitoring inventory and fixed assets, and ensuringthe timely delivery of supplies to support effective project implementation.

Working under the direct supervision of the Administration & Finance Manager/Senior Administration & Finance Officer (or designated supervisor), the Procurement & Logistics Officer collaborates closely with programme, finance,
administration, and field teams to ensure that procurement and logistics services are responsive to operational needs and donor compliance requirements. The position is expected to maintain high standards of integrity, accountability, confidentiality, and professionalism while contributing to efficient resource management, operational excellence, and the achievement of organizational objectives.

Primary Responsibilities

A. Procurement Management

• Implement procurement activities in accordance with the organization’s Procurement Policy, donor regulations, and the applicable laws and regulations of the Government of Nepal.
• Prepare and update procurement plans in coordination with project and support teams.
• Receive, review, and process approved procurement requests ensuring completeness and budget availability.
• Obtain quotations, conduct market surveys, and prepare comparative bid analysis to ensure competitive and value-for-money procurement.
• Prepare Requests for Quotation (RFQs), purchase orders, purchase agreements, and other procurement documentation.
• Coordinate bid opening, quotation evaluation, supplier selection, and procurement committee meetings as required.
• Ensure procurement processes are transparent, fair, and properly documented.
• Follow up with suppliers to ensure timely delivery of goods and services according to agreed specifications and delivery schedules.
• Maintain procurement records and filing systems in both hard-copy and electronic formats.
• Assist in preparing procurement reports and procurement status updates.

Logistics Management

•  Coordinate the transportation, delivery, receipt, and distribution of project materials, equipment, and
  supplies.
• Arrange logistics for meetings, workshops, training programs, field visits, and project events.
• Ensure timely delivery of procurement items to project sites and end users.
• Coordinate transportation arrangements for staff, consultants, visitors, and project activities as required.
• Monitor delivery schedules and resolve logistics issues to minimize delays.

C. Inventory and Asset Management

•  Maintain updated inventory records for office supplies, equipment, and project assets.
• Receive, inspect, record, and issue materials in accordance with organizational procedures.
• Conduct periodic physical stock counts and reconcile inventory records.
• Maintain an updated fixed asset register and ensure all assets are properly tagged.
• Report damaged, obsolete, or missing assets to the supervisor and support disposal processes in accordance with organizational policies.
• Ensure safe storage and proper handling of inventory and organizational assets.

D. Fleet and Office Support

•  Maintain vehicle logbooks and monitor vehicle utilization, fuel consumption, servicing, insurance, and registration.
• Coordinate routine maintenance and repairs of vehicles and office equipment.
• Monitor office supplies and initiate procurement requests to maintain adequate stock levels.
• Support office administration by coordinating courier services, mail, office maintenance, and utility services when required.

E. Vendor and Contract Management

•  Maintain an updated database of approved suppliers, contractors, and service providers.
• Assist in evaluating supplier performance and maintaining supplier records.
• Monitor supplier deliveries and contract performance to ensure compliance with agreed terms and conditions.
• Coordinate with vendors to resolve delivery, quality, or service-related issues.

F. Compliance, Documentation, and Reporting

•  Ensure procurement and logistics activities comply with organizational policies, donor requirements, and Government of Nepal regulations.
• Maintain complete procurement, logistics, inventory, and asset documentation for audit and donor review.
• Support internal audits, external audits, and donor monitoring visits by providing required documentation.
• Prepare monthly procurement, logistics, and inventory reports for management.
• Ensure proper filing and record retention in accordance with organizational and donor requirements.

G. Coordination and Communication

•  Coordinate closely with Finance, Administration, and Program teams to ensure timely procurement and logistical support for project implementation.
• Liaise with suppliers, transport providers, government offices, and service providers regarding procurement and logistics matters.
• Participate in procurement committee meetings and provide administrative support as assigned.
• Communicate procurement progress and delivery status to relevant staff on a regular basis.

H. Safeguarding, Ethics, and Organizational Compliance

• Comply with the organization’s Code of Conduct, Procurement Policy, Safeguarding Policy, Prevention of Sexual Exploitation and Abuse (PSEA) Policy, Anti-Fraud and Anti-Corruption Policy, and other
  organizational policies.
• Promote transparency, accountability, fairness, confidentiality, and value for money in all procurement and logistics activities.
• Ensure all work is carried out with integrity and in accordance with donor requirements and organizational standards.
• Maintain confidentiality of procurement information and supplier documentation.
• Contribute to a safe, respectful, inclusive, and collaborative working environment.
• Perform any other procurement, logistics, or administrative duties assigned by the Supervisor, Project Coordinator, or Executive Director that are consistent with the nature of the position.

Qualifications, Experience, Knowledge, and Skills

Education

•  Bachelor’s degree in business administration/ management from a recognized university.

Professional Experience

• Minimum 2 years of relevant professional experience in procurement, logistics, administration, or supply chain management, preferably in NGOs, INGOs, or donor-funded projects.
• Experience in implementing procurement processes, logistics coordination, inventory management, and vendor management.
• Experience in preparing procurement documentation, maintaining procurement records, and supporting procurement committee processes.
• Experience in coordinating transportation, delivery of goods, and warehouse or inventory management.
• Familiarity with donor-funded project procurement procedures is desirable.

Knowledge

•  Good knowledge of procurement principles, logistics operations, inventory control, and asset management.
• Understanding of procurement policies, competitive bidding procedures, and value-for-money principles.
• Familiarity with the procurement requirements of donor-funded projects and the applicable laws and regulations of the Government of Nepal.
• Basic knowledge of contract management, supplier relationship management, and procurement documentation.
• Understanding of workplace health and safety, safeguarding, and ethical procurement practices.

Technical Skills

• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Ability to maintain procurement tracking sheets, inventory records, and asset registers.
• Experience using inventory management systems, procurement software, or ERP systems will be an advantage.
• Good record-keeping, filing, and documentation skills.
• Ability to prepare procurement reports and maintain accurate procurement and logistics records.

Core Competencies

•  Procurement and Logistics Coordination
• Inventory and Asset Management
• Planning and Organizational Skills
• Attention to Detail
• Time Management and Ability to Meet Deadlines
• Problem Solving and Decision Making
• Communication and Interpersonal Skills
• Teamwork and Collaboration
• Integrity, Accountability, and Professional Ethics
• Adaptability and Willingness to Learn

Language Requirements

•  Good written and verbal communication skills in English and Nepali.
• Ability to prepare procurement correspondence, reports, and official documentation in English.

Personal Attributes

•  Honest, reliable, and committed to maintaining confidentiality.
• Strong organizational skills with attention to accuracy and detail.
• Ability to work independently and collaboratively in a multidisciplinary team.
• Ability to manage multiple tasks and work under pressure to meet deadlines.
• Commitment to transparency, accountability, safeguarding, and the values and mission of Kapilvastu Integrated Development Services (KIDS).

Application Instructions:

Interested candidates are requested to apply via email with a recently updated CV and cover letter by 12th August 2026 to: [email protected] 

More information: https://drive.google.com/drive/folders/17ATa3uulyEtqbujjdzn6AQswmkZC2Vo5?usp=sharing

Additional Notes:

• Candidates from local, female, Dalit, and marginalized communities are highly encouraged to apply
• Only short-listed candidates will be contacted for further selection process
• Telephone enquiry will not be entertained