Position Overview

The Logistics Officer is responsible for managing inventory, procurement, asset management, and logistics operations to ensure efficient and effective utilization of company resources. This role requires strong organizational skills, attention to detail, and the ability to coordinate with multiple departments to maintain accurate records and optimize operational processes.

Key Responsibilities

1. Inventory & Stock Control

•       Maintain comprehensive stock control and warehouse management with accurate documentation of all movements

•       Record and track all receipts, issues, transfers, and returns with supporting vouchers

•       Synchronize inventory data with company database in a timely manner

•       Identify and investigate discrepancies; consult with relevant departments to ensure accuracy

•       Generate consumption trend reports to identify wastage patterns and inefficiencies

2. Procurement Coordination

•       Coordinate Request for Quotations (RFQs) and manage Purchase Orders (POs)

•       Maintain and update vendor master files with contract terms, payment conditions, and contact information

•       Track and follow up with vendors regarding order status and delivery schedules

•       Ensure all vendors maintain required compliance documents and certifications

•       Prepare weekly and monthly procurement reports covering status, vendor performance, and outstanding invoices

•       Prepare Goods Received Notes (GRNs) upon receipt of materials or equipment

•       Conduct quality inspections and document any discrepancies or damages

•       Ensure timely and accurate entry of receipt data into accounting/inventory software

•       Perform three-way matching: reconcile supplier invoices with Purchase Orders and Goods Received Notes

•       Document any discrepancies and resolve issues with suppliers and internal departments

•       Prepare payment vouchers and supporting documentation for Finance approval

•       Maintain centralized PO register with complete tracking of all orders, amendments, and cancellations

•       Ensure all POs comply with delegation of authority guidelines

•       Maintain supplier quotation and approval records

•       Coordinate maintenance, repairs, and servicing of company equipment and assets

•       Track maintenance schedules and ensure timely completion

•       Manage insurance claims related to company assets

•       Manage organizational requirements for items and services used in day-to-day operations

•       Distribute/issue items only after proper request and approval

•       Create consumption trend reports to monitor wastage and optimize resource usage

 3. Fixed Asset Management

•       Create and maintain comprehensive fixed asset register with proper asset tagging

•       Document asset transfers with proper authorization and obtain handover signatures

•       Update asset registers in a timely manner.

4. Standard Operating Procedures

•       Create and maintain Standard Operating Procedures (SOPs) for all inventory, asset, and logistics processes with proper approval processes.

•       Document all processes and manage properly.

5. Billing & Financial Documentation

•       Issue timely bills and invoices related to company inventories, assets, and equipment

•       Make timely entries in accounting/billing software for all invoices, receipts and payments

•       Submit collection, reconciliation, and dues reports to Finance Head weekly and maintain detailed records of collections

•       Follow disposal and write-off procedures for obsolete or damaged assets

•       Obtain proper approvals from Finance and Operations heads before asset disposal

•       Prepare comprehensive inventory, asset, and logistics reports for Finance leadership

•       Provide data and analysis to support management decision-making

•       Support administrative tasks as assigned by the Department Head

*Note:  Vehicle with License is required.

• Dashain allowance

• leave encashment facility and many more.

• Good working culture in order to motivate employees with other activities as well.