Logistics and Admin Assistant

Opening: 1 position

Location: Janakpur, Madesh Province Field Office

Duration: Until 31st March 2026 (possibility of extension)

Reports to: Programme Finance Coordinator

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance. PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has become one of the pioneer organizations advancing programmes such as landslide disaster preparedness and anticipatory action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Scope of Work

The Logs and Admin Assistant supports the Programme Finance Coordinator in overseeing day-to-day administrative and logistics functions of the Janakpur field office. This role ensures smooth office operations, procurement, stock management, and vendor coordination, in line with organizational policies and donor compliance.

All PIN staff agree to:

• Comply with all relevant PIN policies, Country Program Policies, and guidelines related to their position.
• Show a strong commitment to the inclusion of all groups within Nepal and dedication to PIN Nepal’s Inclusion Guidelines.
• Perform and accurately complete administrative tasks related to their position.
• Strive for quality in all aspects of their work and ensure the highest quality performance of the Country Program.
• Maintain a positive attitude and promote a professional & productive working environment across all staff, departments, and among all of PIN’s partners.
• Adhere to PIN Code of Conduct and key policies including Anticorruption Policy, Child Protection Policy and Safeguarding Policy.

 Key Summary of Functions

• Serves as a supporting role for any admin, logistics and office facility management support to program team in Janakpur filed office.
• Provide support to Programme Finance Coordinator in project administration and logistics management as per PIN policies and donor compliance.

Support Logistics Management

• Assist the Finance Coordinator in obtaining quotations from the market for procurements falling under simplified threshold procedures.
• Regularly update the supplier roster and ensure proper filing and documentation of supplier records under the guidance of the Finance Coordinator.
• Facilitate timely collection of invoices from suppliers and ensure their submission for payment processing.
• Execute procurement activities for low-value purchases, in close coordination with the Finance Coordinator, ensuring adherence to organizational policies.
• Support supplier sourcing, conduct market surveys, and perform price research as required.
• Responsible for scanning and maintaining a well-organized filing system for logistics documents and initiating payment processes accordingly.
• Track vehicle hire purchase requests and issue Purchase Orders (POs) to vendors upon approval.
• Conduct quality checks of all received goods to ensure compliance with technical specifications
• Support arranging venue, rooms, location, site and other essential materials, stationery to organize workshops, seminar, trainings, meetings etc.
• Ensure the works regarding rental and lease agreements and contracts
• Archive logistics and other project documents according to organization standards in the PIN Cloud
• Manage receipt, warehousing and distribution of stocks as per project requirements.
• Conduct periodical and year end physical stock count.

Office Management

• Ensure office buildings and facilities are well maintained and utilities are working well.
• Ensure all furnishing and non-IT equipment are in good working conditions at all times.
• Ensure adequate and timely supply of stationary and other consumables at the office.

• Supervise suppliers responsible for office maintenance (cleaner, cook, security guard, etc.).
• Ensure IT facilities are well maintained and working well (server, networking, internet, data security, etc.).
• Ensure timely collection and payment of utility bills, including electricity, water, milk, and other essential services.
• Maintain and regularly update the ledger of consumable items in close coordination with the Finance Coordinator.
• Maintain and regularly update a tracker for vehicle registration renewals, insurance, and related documentation.
• Represent the organization in visits to banks, tax offices, and relevant government agencies for official administrative matters.
• Ensure cleanliness and hygiene of the office, kitchen, and toilets in close coordination with the cook/cleaner.
• Support the timely submission of timesheets for the cook/cleaner and security guards, and report to the Finance Coordinator.
• Assist in managing office food services, including coordination of food preparation and handling related logistics such as ordering and storage.
• Monitor and maintain attendance records, visitor logs, and incoming/outgoing correspondence registers.
• Provide support for the receipt, dispatch, loading, and unloading of goods and materials.

Others

• As and when necessary and as requested by supervisor

Requirements

Education and years

Bachelor degree in finance, business studies,commerce, business administration or related filed with minimum 2 years of relevant experience in I/NGO or corporate.

Relevant Experience

Two years of working experience in administration and logistics including procurement, office management, inventory, etc. in a corporate or development sector. Prior experience of NGO/INGO is desirable.

Desired Knowledge, Skills and Competencies

• Sound understanding of logistics functions, and office facility management
• Open for female candidates only
• Proficiency in financial software and MS office suite, with good skills in Excel.
• Detail oriented approach with a commitment to accuracy and integrity in logistics and administration.
• Ability to work independently, prioritize task, and meet deadlines in a fast-paced environment
• Fluency in English and Nepali language. Ability to communicate and understand Local languages would be an asset
• Must have a two-wheeler valid driving license.
• Preference given to the local candidates
• This opportunity is open to FEMALE candidates only

Benefits

EMPLOYMENT CONDITIONS AND BENEFITS

• Salaries are according to People in Need Salary Scale. Candidates will be informed about the salaries in the beginning of the recruitment process
• Health insurance for both in-patient and out-patient care with maximum benefit limit of NPR 500,000.00 per year per person (Including dependents)
• Accident insurance for all injuries during work time NPR 3,000,000 per year (For Staff only)
• Compensation leave for working overtime when requested by the Line Manager
• Maternity, Paternity and mourning leave as per the labour law
• Communication or internet allowance on monthly basis (Reimbursable)
• Capacity Building program, both internal and external trainings - Induction training, internal online opportunities, such as access to e-learning platform and live webinars
• International environments with opportunities to learn from other country programs and HQ office in Prague
• Per diem for working outside of the duty town depending on the location. Full reimbursement of accommodation and transportation during business trips (as per the organization’s policy)
• Friendly and fair environment in small collective structure where everyone knows each other
• Work hours are from 9:00 am - 5:00 pm, Monday to Friday with 30 mins break for lunch

How to Apply

Submit an updated CV and Motivation letter before the deadline of August 12, 2025. Please note, that applications will be reviewed on a rolling basis, and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn before the deadline thus early submissions are strongly encouraged. No phone calls will be entertained. PIN promotes equal opportunities. Women, Dalits, Minorities (ethnic, sexual & gender), Janajati, persons with disability are strongly encouraged to apply! People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and is committed to promoting the welfare of children and adults with whom People in Need is involved. People in Need expects all staff to perform job duties and responsibilities following the People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Note- If you need reasonable accommodation (especially for people with disability) to proceed with our recruitment process, please mention so in the cover letter.