Administrative and Logistics Officer (Open for Nepalese Nationals Only)

About iDE 

iDE is an international nonprofit organisation dedicated to ending poverty. Our work within agriculture, sanitation, climate change resilience, and gender equality stands out because we don’t simply provide handouts. Instead, iDE believes in powering small-scale entrepreneurs and building robust market ecosystems that lay the groundwork for low-income and marginalised people to prosper on their own terms. iDE currently works in 11 developing countries, with over 500 staff spread around the globe. To date, iDE has impacted more than 40 million people. 

Since 1992, iDE Nepal has been actively fostering prosperity by establishing value chains and innovative business models in key sectors, including agriculture, nutrition, market systems development, water and sanitation, climate resilience, and gender equality. Our approach aims to catalyse the development of beneficial, cost-effective products and services that contribute to sustainable growth and enhanced well-being. Our long-standing presence in Nepal is a testimony to adaptive learning, continual innovation, and commitment to delivering meaningful impact. iDE Nepal’s holistic approach to market development is what truly sets us apart. 

iDE Nepal is currently seeking an Administrative and Logistics Officer to oversee its projects and operations. This position involves overall coordination with all relevant stakeholders and ensuring the effective delivery of administration, procurement, safety and security, and vehicle management functions for iDE Nepal. 

Overall Responsibilities 

The Administrative and Logistics Officer will be responsible for ensuring efficient and compliant operational support across iDE Nepal, including administration, procurement, asset and inventory management, safety and security, and fleet management. The role requires close coordination with internal teams, vendors, government authorities, and partners to support smooth program implementatio

The key responsibilities of the Administrative and Logistics Officer  will include the following:

Key Roles and Responsibilities :

Office Administration

• Orient and provide refresher training to staff on organizational systems, policies, and procedures.
• Liaise with government ministries, embassies, agencies, and NGOs on administrative matters.
• Manage office leases, service contracts, and maintenance of office equipment.
• Ensure proper record management, including storage and compliant disposal.
• Oversee workspace arrangements, ensuring staff and partners have the necessary facilities and supplies.
• Coordinate all travel logistics (national and international), including bookings, visas, and insurance.
• Manage office operations, including opening/closing procedures and landlord coordination.
• Support workshops, events, and staff engagement activities.
• Coordinate with regional teams on inventory, vehicles, and motorbike management.
• Facilitate visa processes for expatriate and local staff.
• Ensure compliance with tax certification and maintain office and vehicle insurance.

Procurement

• Manage procurement processes in compliance with organizational policies and procedures
• Coordinate with budget holders and thematic leads to develop and review annual and quarterly procurement plans
• Lead the annual review and approval of supplier lists and maintain an updated supplier database
• Review procurement analysis reports and provide feedback to identify gaps and improve processes
• Maintain pricing data for goods and services to support budgeting and planning
• Ensure all procurement documentation complies with iDE and donor requirements
• Ensure compliance with Nepal tax regulations and coordinate with relevant authorities on regulatory requirements
• Serve on Procurement solicitor for sealed and open bids as required.

Asset and Inventory Management

• Monitor and maintain office stocks, equipment, assets, and fleet in line with organizational policies, including periodic inventory counts with Finance.
• Maintain and update the asset register, ensuring proper tagging and coordination with IT and project teams.
• Conduct regular asset verification, reconciliations, and stock checks, and ensure proper documentation and reporting.
• Review and manage asset disposal processes, including annual recommendations and approvals.
• Coordinate asset handover processes in line with donor requirements before project closure.
• Prepare periodic reports on inventory, supplies, and fleet maintenance, including cost analysis.

Safety and Security

• Serve as the Safety and Security primary focal point and share messages to staff as appropriate.
• Provide capacity support and training to Regional Offices to ensure that they are equipped with safety and security equipment/tools. Maintain and update all contact lists (staff, partners) as and when required.
• Communicate any safety and security issues to the Country Director in a timely manner.
• Ensure guard company contracts are updated, relevant to tasks needed, fulfilling contractual obligations.

Vehicle and Fleet Management

• Manage drivers and ensure policies and procedures are being followed, verify monthly fuel consumption, and overtime.
• Ensure drivers are fulfilling the obligations and expectations of passengers. Get feedback from staff and manage vehicle/driver issues.
• Ensure the vehicle management train and orient drivers for fleet management.

Other Responsibilities

• Maintain and strengthen relationships with vendors and service providers to ensure timely, cost-effective, and high-quality service delivery
• Identify and support improvements in administrative systems and processes to enhance efficiency and effectiveness
• Ensure full compliance with organizational policies, donor requirements, and applicable national laws and regulations

Candidates are expected to have the following qualifications, skills, and experience.

Minimum Qualifications :

• A Master’s degree with at least 3 years of relevant officer-level experience in procurement, administration, asset and inventory management, facilities, security, and fleet management within an international organization, along with strong supervisory skills; or a Bachelor’s degree with at least 6 years of relevant experience in administrative and logistics functions.

Work Experience :

• Proven experience in procurement, general administration, asset and inventory management, and logistics operations
• Demonstrated experience in managing end-to-end procurement processes, including planning, vendor selection, contract management, and compliance
• Experience in office and facility management, including lease management, maintenance, and service contracts
• Experience in safety and security coordination, including risk awareness, staff safety protocols, and emergency response support
• Experience in vehicle and fleet management, including driver supervision, fuel monitoring, and maintenance tracking
• Strong experience in working within an international organization or development sector, with familiarity with donor compliance requirements
• Proven ability to coordinate across multiple teams and stakeholders, including government agencies, vendors, and internal departments
• Experience in improving administrative systems, processes, and efficiency.

Core  Skills:

• Strong verbal and written communication skills; Demonstrated ability to convey messages through clear and concise writing;
• Ability to work with various national and international team members and flexibility to adapt to different work conditions; and
• Demonstrate critical thinking skills,  have a very high level of personal and professional integrity and trustworthiness;
• Demonstrate a strong work ethic and require minimal direction, work well independently as well as part of a team;
• Thrive in a fast-paced and fun environment, with good communication, coordination, collaboration, and influencing.

Ability and Mindset :

• Ability to travel to the field as needed to engage with various stakeholders, partners, and field staff; 
• Capable of working under pressure in a fast-paced environment;
• Flexible and adaptable approach to shifting patterns and hours of work, ability to work flexible hours from time to time.
• A 'can-do' attitude and resilient character with the ability to manage expectations;
• Flexibility and independence to work in a changing environment; and
• Ability to work independently.

As per the iDE norms.

HOW TO APPLY: Interested and qualifying applicants can submit their application Letter and CV in English, with both phone and email contact details of at least 3 professional references, to the following by April 26, 2026.

iDE Nepal is an Equal Opportunity Employer, and Women and Members of Disadvantaged Caste, Ethnic, and Religious Groups are Strongly Encouraged to Apply.