Human Resource and Procurement Officer

Human Resource and Procurement Officer

Job Location: Kathmandu
Ipas works globally with a vision that every woman and girl has the right and ability to determine her own sexuality and reproductive health.
As part of the broader reproductive justice movement, Ipas is working to ensure that abortion and contraceptive care are essential health services and that all people can access them. Our programs use a multifaceted approach that addresses reproductive health services, access to services, and fulfillment of reproductive rights. We seek to expand the accessibility, availability, acceptability and quality of abortion and related reproductive health services, as well as improve the enabling environment for the sustainability of RH services.
Ipas Nepal’s program intervention prioritizes intersectional partnerships that integrate into the broader gender equality and social justice, including gender-based violence prevention and response, women-led climate justice and disaster risk reduction.
The Human Resource and Procurement Officer conducts a wide range of diverse procurement and human resources functions to support the Ipas Nepal program delivery. This role involves independently dealing with staff, consultants, vendors, and service providers for the delivery of goods and services to be procured for effective program implementation and providing support to human resource functional areas.

Detailed duties and responsibilities for the position

Procurement

•  Ensure strict compliance with Ipas procurement policy, and standard operating procedures, for internal control compliance.
•  Conduct purchasing activities of Ipas Nepal (Preparing all documents like RFP/RFQ/Bid Analysis/PO/Contract) in a timely manner ensuring the correct procedures are followed as stipulated by Ipas Nepal purchasing policies and procedures.
• Develop a procurement projection plan in close coordination with program units.
•  Provide day-to-day support on managing key procurement tasks on vendors and service providers screening, and selection.
•  Prepare vendor database, empanelment and enter into a long-term agreement for recurring services and goods.
•  Prepare and issue purchase orders and contractual agreements with consultants, service providers, and vendors.
•  Verify goods delivery and payment invoice documents for final payment.
• Maintain a hard copy filing system on the procurement documents for internal compliance and audit.

Human Resource

• Orient staff/consultants on the human resources policies, procedures, laws, and standards for new and existing employees.
•  Assist in implementing policies, procedures, rules, and regulations for country staff in compliance with local labor law.
•  Prepare, and update employment records related to hire, transfer, promotion, and termination.
• Process for proper filing system on staff and consultants’ documents.
•  Monitor and coordinate for professional development programming.
• Support to maintain employee benefits coverage and claims on medical insurance.
•  Focal point for vehicle rental for staff and consultants travels to the districts.
•  Perform other related duties as required.

Contract management

•  Support to coordinate, and conduct vendor evaluations, enter into long-term agreements with vendors/service providers.
• Responsible for conducting yearly vendor/supplier performance reviews for renewal of contracts and to enter into long-term agreements.
• Coordinate and contribute to the team to manage the logistics for vehicle rental, venue, hotel reservations, international travel, international ticketing, travel documents, and visas.

Understand and comply with the organization’s policies and ethics

• Understand and comply with the Human Resources, Procurement, Travel, Finance Policy, and other policies of the organization.
•  Commitment and adherence to the Ipas code of business ethics and conduct and safeguarding policy.
• Contribute to a safe working environment where every team member is treated equally and respectfully.
•  Live up to the Ipas core values-driven, principled, bold, and interdependent.
•  Ensure all work activities comply with the organization’s rules and regulations.
• Ensure proper documentation of memos, decisions, reports, and any official documents for record keeping hardcopy/OneDrive/Luna as appropriate.

PSEA compliance

• As an Ipas Nepal employee read, understand, and sign the acknowledgment to comply with all aspects of the PSEA as defined by the PSEA policy.
• Contribute to a safe working environment where every team member is treated equally and respectfully.
• Ensure Ipas representatives (including consultants, interns, volunteers, independent contractors, suppliers/vendors, board members, and sub-awardees) and government officials directly working with Ipas and its partners understand and practice the prevention of sexual exploitation and abuse policy while in partnership and implement the program with Ipas.

Other responsibilities

•  Engage in a learning culture and participate in and enroll in learning courses at Ipas University.
•  Willing to be back up for staff and vacant positions and perform other related duties as required.

Qualification and skill requirements:

•  Bachelor’s degree in business administration/management/studies or relevant discipline with 3 years of relevant experience.
• Working Knowledge of Nepal’s labor Laws and application to operations
• Ability to communicate effectively with professional consultants, service providers, and staff alike.
• Ability to understand the needs and issues of a diverse team of staff and consultants.
• Demonstrated competence to independently assume broad responsibilities for complex administrative functions.
• Proven integrity and character, especially in the stewardship of resources, transparency, and accountability.
• Ability and willingness for domestic travel up to 25%.
• Advanced in English and Nepali language skills both verbal and written communication skills.

Qualified women candidates and candidates particularly from disadvantaged and socially excluded/marginalized groups are strongly encouraged to apply.

Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.