| Job title | Procurement, Logistics and Administrative Assistant |
| Reporting to | Senior Procurement, Logistics and Administrative Officer |
| Duty Station | OUCRU Nepal, Jhamsikhel, Lalitpur, Nepal |
| Hours of Work | 8 hours (8:00 AM to 4:00 PM) |
| Tenure | Until the end of the current Nepali fiscal year, extendable upon satisfactory performance |
| Number of Position | 1 |
| Background | The Oxford University Clinical Research Unit (OUCRU) is a large-scale clinical and public health research unit, with sites offices in Ho Chi Minh City and Hanoi in Vietnam, Jakarta in Indonesia and Kathmandu in Nepal. OUCRU Nepal’s mission is to have a local, regional and global impact on health by leading a locally driven research programme on infectious diseases.Please see more information on OUCRU website: www.oucru.org |
| Key responsibilities and tasks | Administration:Provide administrative support to OUCRU Nepal staff to ensure smooth office operations. Record incoming and outgoing official letters accurately. Draft letters and other necessary documents as requested by supervisor. Submit and collect documents and letters from ministries, line agencies, and collaborating sites. Assist with asset verification at the OUCRU Nepal head office, Thapathali lab, and collaborating sites. Prepare meeting agendas and take minutes for Finance-Admin and Operations Meetings. Maintain both physical and digital filing systems related to administration and logistics. Coordinate general repairs and maintenance for the Jhamsikhel office, Thapathali lab, and other collaborating sites. Assist with various administrative tasks as needed. Supervise outsourced support staff. Help register staff with CIT and other relevant authorities. Assist staff with opening bank accounts and enrolling in applicable insurance services. Logistics and Procurement Management:Receive and verify deliveries to ensure the correct quantity and type of stock are received. Manage vehicle operations for the safe and efficient transportation of goods and personnel. Coordinate with courier companies and other agencies (such as customs and MOHP) to facilitate necessary shipments. Track, trace, and update the status of shipments. Report any breakages or spills upon receipt of goods. Assist in arranging safe and cost-effective venues for workshops, seminars, and training sessions. Organize travel insurance as needed upon receipt of visa and other necessary documents from the traveler. Monitor office supplies and prepare requisition requests to replenish them as necessary. Support market exploration and vendor mapping efforts. Help update the supplier roster. Maintain an efficient and accountable inventory of OUCRU Nepal goods and supplies. Assist the Senior Procurement, Logistics and Administrative Officer with online and offline procurement processes as requested. Carry out any other duties assigned by the Senior Procurement, Logistics and Administrative Officer, and other senior staffs. |
| Requirements | EssentialMinimum Education: Intermediate level qualification in Management, Procurement, Logistics, or a related field. Experience: Minimum of 2 years of relevant experience in administration, procurement, and logistics. Skills: Proficiency in Microsoft Office applications, along with the ability to handle printing and scanning tasks effectively. Strong record-keeping and scheduling capabilities. Excellent attention to detail and strong organizational skills Effective verbal and written communication Good problem-solving and time management abilities Reliable, courteous, and a collaborative team player Ability to work on multiple tasks efficiently Self-motivated with a proactive approach Consistently punctual with a high standard of professional conduct. DesirableHands-on experience on using procurement and inventory management systems. Good understanding of procurement processes, vendor coordination, and general administrative and logistics functions. Strong negotiation skills and professionalism in dealing with relevant stakeholders Experience in managing stores, including lab consumables and other supplies |
| Deadline for submission | 3 August 2025 |
| Contact Person | Subi Prajapati, Sr. HR Officer |
| How to apply | Eligible and interested candidates are encouraged to submit their updated CV and cover letter to Job Application Form by the deadline indicated above. Please ensure to include ” Procurement, Logistics and Administrative Assistant ” in the subject line of your email. Only shortlisted candidates will be contacted for the next stage of the recruitment process. |