Procurement And Operations Associate

Organizational Context

The United Nations Development Programme (UNDP) in Nepal is implementing a project to reduce the risk and impacts of Glacial Lake Outburst Floods (GLOFs) with significant GCF funding. The project, managed by a Project Management Unit (PMU) based in Kathmandu and implemented in partnership with the Department of Hydrology and Meteorology, focuses on institutional capacity building, physical protection, and early warning systems to mitigate GLOF threats.

Job Purpose

The Procurement and Operations Associate plays a crucial role in supporting the financial, procurement, and operational management of the Nepal GLOF Project. This position ensures the effective planning, execution, and monitoring of procurement and logistics in strict compliance with UNDP and donor regulations. The Associate provides comprehensive administrative and financial support, maintaining transparency, accountability, and efficiency in project delivery. Key contributions include supporting budget monitoring, financial reporting, audits, and compliance processes, alongside fostering knowledge management, capacity building, and stakeholder engagement. By ensuring the smooth functioning of project operations, procurement systems, and financial processes, the role directly strengthens the project's ability to achieve its objectives and promote UNDP values, including gender equality and social inclusion.

Responsibilities

The Procurement and Operations Associate is responsible for ensuring effective procurement planning, execution, and logistics management, adhering strictly to UNDP rules and regulations. This includes preparing and updating procurement plans, managing procurement processes (RFQs, ITBs, RFPs), and preparing purchase orders and contracts. The role involves acting as the focal point for project procurement, supply, and asset management, including inventory control and asset tracking. Additionally, the Associate provides comprehensive financial and administrative support, assisting with work plan monitoring, budget expenditure analysis, and financial reporting. This includes processing payments, managing travel arrangements, organizing workshops, and maintaining financial and procurement records. The position also supports capacity development, knowledge management, and stakeholder engagement, ensuring compliance with policies and promoting gender equality and social inclusion throughout project operations.

Work Experience

A minimum of 7 years of relevant administrative experience is required with a high school diploma, or 4 years with a bachelor's degree. At least 3 years of experience in managing public sector procurement of goods and services is advantageous. Demonstrated experience in operational, procurement, administration, logistics, or supply chain management within development or project settings is essential.

Skills

Proficiency in MS Office (Excel, Word, PowerPoint) and financial reporting tools. Strong analytical and problem-solving skills. High integrity, professionalism, and accountability. Ability to work under pressure and meet deadlines. Experience in vendor management, procurement processes, and contract administration. Familiarity with e-procurement systems (e.g., Quantum/Atlas/SAP). Strong planning and time-management skills. Excellent attention to detail. Knowledge of procurement rules and best practices. Experience in preparing RFQs, RFPs, and bid analyses. Strong administrative skills including office management and asset tracking. Excellent organizational skills. Experience supporting large-scale procurement and building partnerships. Good command of English and Nepali.

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