Supply Chain and Admin Coordinator at World Vision in Kathmandu

Job description

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: Local - Fixed Term Employee (Fixed Term) 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 r