Position: Associate Director, Admin/Operation and Procurements
The Associate Director, Admin/Operations and Procurements, is responsible for oversight of overall office operations, management and administration, procurements, services, travel, inventory, insurance, and consultancy management for FHI 360 Nepal Country Office with the guidance from Country Representative. S/he works closely with all FHI 360 Nepal departments and units to ensure timely, appropriate and efficient office operations and management and within FHI 360 global and Nepal policy, systems and procedural guidelines as well as local statutory and regulatory, and fundersโ requirements.
KEY RESPONSIBILITIES
- Oversee and implement the country office administrative and office management system including office lease, equipment and vehicles as well as the regular monitoring of subproject procured equipment and vehicles.
- Oversee consultant agreements for local and international consultants including the establishment and verification of rates.
- Oversee the procurement process and the maintenance of necessary information for completeness for local as well as duty free procurement.
- Ensure the FHI 360 Nepal procurement process strictly adheres to FHI 360 Nepal policy as well as funders and local statutory and regulatory requirements including review of all procurement requests for completeness of necessary information, soliciting and reviewing quotations on local procurement items, preparing purchase orders and obtaining necessary signatures and approvals.
- Oversee and manage all travel arrangements for official domestic and international travel for staff and consultants including obtaining funders and FHI HQ concurrence/ notification, visa and hotel reservations. Work in close contact with travel agents and hotels.
- Manage FHI 360 Nepal inventory including preparation of an annual inventory report for submission to funders and FHI 360 Asia Pacific Regional Hub (APRH)/HQ.
- Coordinate with program officers and local Implementing Partners and provide support for smooth operation of field office activities.
- Manage administration of expatriates, country office lease agreements, and all service agreements of FHI 360 Nepal office.
- Manage FHI 360 Nepal office vehicles to support project activities, ensure strict adherence to vehicle policies and procedures, and oversee vehicle insurance
- Ensure timely submission of tax obligations including preparation of VAT bills for reimbursement to US governments (USG) and Inland Revenue Department. Also ensure that VAT reconciliation of local Implementing Partners and Country Office is done as per the VAT SOP.
- Serve as a member of the FHI 360 Nepal Senior Leadership Team and provide input and assistance to the management of the country program, develop country program strategy, business plans, operational plans and budgets.
- Represent FHI 360 in external functions as needed at the national, regional and district level.
- Perform other duties as assigned by FHI 360 Country Representative/EpiC Nepal Project Director and/or other supervisors.
REQUIREMENTS
- Masterโs degree in management, administration, or a related field with five to seven years of experience overseeing administration, operations, or support functions in a professional setting; or a bachelorโs degree with seven to ten years of relevant experience.
- Prior experience in administrative and operations management, procurements in related organizations particularly INGOs managing large and complex projects.
- Ability to work in cross-functional teams and create collaborative team building environment.
- Proactive in managing multiple tasks, managing and working in the virtual work environment, and flexible and open to managing time working with different teams in different time zones as needed.
- Excellent interpersonal, organizational, communication, coordination and collaboration, team building and management, and problem-solving skills.
- Experience using Microsoft Office tools (Word, Excel, PowerPoint, Teams, Outlook, SharePoint, etc.) an advantage.
- Excellent oral and written English and Nepali including documentation skills. Applications are limited to Nepali citizens who meet the eligibility criteria.
Deadline for Application is February 2, 2026.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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