Procurement Associate

  • Full Time
  • Kathmandu
  • Applications have closed

Website CARE Nepal


Procurement Associate

Responsibility Level/Grade : Associate/GRADE 3
Department/Project : CO Program Support
Work station : Kathmandu
Incumbent Name : Vacant
Supervisor/Principal Evaluator/Title : Procurement Specialist


The incumbent will be responsible for initiating and maintaining professional relationship with all vendors for timely procurement of quality goods and services. S/he will establish and maintain adequate communication channels between CARE-Nepal, Project Offices and vendors, prepare reports of procurement plan & lease commitments, ensure timely delivery of goods and services to ensure smooth program implementation, and ensure compliance with donors, CARE USA procurement policies and procedures and its requirement relating to procurement. The employee shall fully comply with CARE policies and procedures and should be accountable for it.


R1. Support in procurement of goods and services in conformity with CARE procurement manual and donor rules and regulations.

  • Procurement of utilities, goods, supplies and services and formalizes payment of all invoices against its supply
  • Ensure adherence to CARE policies and procedures as well as donor regulations and local laws for procurement of requisite services or goods in a transparent and ethical manner
  • Prepare requests for quotation (RFQ) to be sent to vendors
  • Review and analyze quotations and prepare summary bid analysis (SBA)
  • Prepare purchase orders (PO) for approval (including those for consultant agreements)
  •  Obtain general quotations for preparation of annual budgeting whenever required
  • Negotiate the best deal for CARE with vendors including goods and service providers, hotels and other similar businesses (in coordination and consultation with the Operations Manager) and maintain good relation with vendors/manufacturers
  • Review active orders and coordinates and communicates with all internal departments and vendors on purchase related requirements and appropriate delivery schedule.
  • Conduct Market Survey for procurement of Goods and services as and when required
  •  Extract vendor information, procurement status report, consolidated purchase requisition and purchase orders
  • Maintain filing of complete procurement document including PR, PO, GRN and all correspondence related to procurement
  • Keeping track of the payment after the files are sent to finance.

R2. Prepare database of all the rates currently charged by the contractors and vendors which could be referred to at the time the services are required

  • Maintain complete and accurate procurement master files (including purchase requisition, quotation, purchase order and procurement related document)
  • Initiate and negotiate hiring of private vehicles and other transport services as and when required

R3. Identify and determine vendors for supply of various goods and services

  •  Prepare vendor set-up form and send to procurement committee for approval
  • Identify and determine the best quality goods/products and service delivering vendors for supply and delivery of goods, repair and maintenance and similar activities
  • Update and maintain vendor’s detailed information with classification of products and services
  •  Obtain performance feedback about consultant from the requester /budget holder in the prescribed format and maintain a copy in the procurement fileR4. Review and update semi – Annual Bridger check process
  • Maintain filing of complete procurement document including PR, PO, GRN and all correspondence related to procurement

R4. Upholding CARE’s Core values and ensuring its principles

  • Comply and exercise organizational values and culture
  • Help to promote rights and good governance
  • Responsible for gender responsive behavior in all actions and decisions

Spending authority: NA
Working conditions: Based in Kathmandu with some requirement for travel to field offices


Qualifications and Experience

  • Bachelor’s degree in Business Administration or a relevant degree equivalent with minimum 3 years of experience in a similar position.

Knowledge Skills and Competencies

  • Good knowledge of local and international procurement processes
  • Sound knowledge in financial procedures
  • Tactfulness and an excellent ability to deal with people
  • Proficient in the use of Microsoft Office especially in Excel spreadsheets and software packages
  • Excellent communication skills both in English and Nepali
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