The Loden Foundation is pleased to announce exciting career opportunities for passionate and dedicated professionals. We are looking for individuals who are committed to excellence, integrity, and service to join our growing team.

We are currently recruiting for the following positions:
1. Administration/Procurement Officer

For more information, please refer respective ToRs.

Terms of Reference (ToR)
Administration/Procurement Officer

Organization: Loden Foundation
Location: Thimphu, Bhutan
Reports to: Executive Director
Position Type: Full-time contract (2 years renewal)

1. Position Overview
The Administration, Human Resources, and Procurement Officer at the Loden Foundation will oversee the daily management of administrative functions, human resource processes, and procurement activities. The officer will play a critical role in ensuring that the Loden Foundation operates efficiently while supporting its mission of fostering entrepreneurship, social innovation, and youth development in Bhutan. The position will involve developing and maintaining systems, policies, and procedures to ensure alignment with the foundation's goals with other relevant national regulation and acts.

2. Key Responsibilities
A. Administration:
● Oversee the foundation’s daily administrative operations, ensuring smooth office management.
● Manage office facilities, ensuring that equipment, supplies, and resources are adequately maintained.
● Plan and coordinate meetings, events, workshops, and conferences, providing logistical support.
● Handle travel arrangements for staff, guests, and stakeholders, including ticketing, accommodations, and visas.
● Maintain organizational documentation, including contracts, agreements, and employee records, ensuring compliance with Bhutanese laws and organizational policies.
● Manage communications with external stakeholders, including government bodies, partners, and donors.
● Ensure compliance with the Civil Society Organizations Act of Bhutan and other local administrative regulations.
● Manage use and timely maintenance of RSPN office pool vehicles; ensure licenses, insurances and other requirements are up-to date.
● Facilitate procurement of goods and services including day-to-day procurement and maintenance of office furniture, IT equipment, vehicles, telephone/communications and other equipment and supplies.
● Maintain inventory of office property including fixed assets, equipment, furniture, office
supplies etc.
● Monitor the code of conduct, cleanliness and decorum of the office premises including working rooms, toilets, parking and areas surrounding office building.

B. Procurement:
● Develop and implement procurement policies and procedures in line with Loden Foundation’s operational needs and donor requirements.
● Oversee the procurement of goods and services, ensuring that procurement processes are transparent, competitive, and compliant with Loden’s internal policies.
● Manage vendor relationships, negotiate contracts, and ensure timely and cost-effective delivery of supplies and services.
● Maintain accurate records of procurement activities, contracts, and inventories.
● Develop and monitor procurement budgets to ensure cost efficiency.
● Ensure proper inventory control, asset management, and timely replenishment of stock and resources.
● Ensure all procurement processes are ethical and compliant with international and local regulations.

3. Key Deliverables
● Smooth administrative operations, with effective handling of office management and event logistics.
● Transparent and efficient recruitment and HR management processes that ensure timely staffing and compliance with Bhutanese labor laws.
● Cost-effective and transparent procurement processes that meet the operational needs of the foundation.
● Up-to-date and compliant employee records, procurement contracts, and office documentation.

4. Qualifications and Experience
● Bachelor’s degree in Business Administration, Human Resources, Procurement, or a related field.
● At least 1 - 2 years of relevant experience in administration, human resources, or procurement, preferably in civil society or non-governmental organizations.

● Strong understanding of relevant Bhutanese laws, procurement regulations, and civil society organizational requirements.
● Proven experience in developing and implementing HR policies, managing recruitment processes, and overseeing employee relations.
● Knowledge of procurement processes, including tendering, contract negotiations, and supplier management.

● Proficiency in Microsoft Office, HR software, and financial management systems.
● Excellent communication and interpersonal skills, with the ability to work effectively with diverse teams and external stakeholders.
● Demonstrated organizational, multitasking, and problem-solving skills.

5. Competencies
● Leadership: Ability to lead cross-functional teams and foster a positive work environment.
● Communication: Strong written and verbal communication skills to effectively interact with internal teams and external stakeholders.
● Ethics and Integrity: Adherence to high ethical standards in HR and procurement processes, ensuring transparency and fairness.
● Problem-Solving: Ability to identify issues in HR, administrative, or procurement processes and offer solutions in line with organizational policies.
● Organizational Skills: Ability to manage multiple priorities and ensure that deadlines are met without compromising quality.

6. Reporting and Supervision
● The Administration, Human Resources, and Procurement Officer will report directly to the Executive Director and collaborate closely with other services.

7. Pay and Benefits
● Pay, allowances, and other monetary entitlements under this agreement shall be payable as per the Loden Service Rules and Regulations and only in Bhutanese Ngultrums.

8. Hours of Work
● The employee shall be required to work a maximum of 44 hours per week and by other provisions concerning work hours as set out in the Loden Service Rules and Regulations.

● The employee shall be entitled to overtime payments per the Labour and Employment Act 2007 or the internal regulations of the Loden Foundation.

9. Leave and rest periods.
● The employer shall provide the employee rest and meal breaks per the provisions of the Labour and Employment Act 2007. Such breaks, however, do not count as part of standard working hours.

● The employee shall be entitled to paid annual leave, sick leave, casual leave, five days of paternity leave, study leave, and any other leave in accordance with the procedures and arrangements provided in the Loden Service Rules and regulations.

10. Safety and health
● The employer shall provide a safe working environment that is not harmful to the employee's health and assumes prime responsibility for all safety and health matters in the place of work.
The employee agrees to cooperate with the employer to ensure the working environment is as safe and healthy as possible.
● The employer agrees to provide the employee with all necessary protective clothing and equipment associated with the employee's duties and responsibilities without cost to the employee.
● The employer agrees to compensate the employee for any injury or disease attributable to the performance of his or her duties and responsibilities under this agreement, or in the event of the death of the employee due to work or work-related circumstances, to compensate the employee's dependants and beneficiaries. Such compensation shall be payable according to the provisions of the Labour and Employment Act 2007 and Loden Service Rules and Regulations.

11. Provident funds, pensions, and gratuities
● On termination, the employer shall pay the employee all payments and entitlements due for provident fund, group insurance, pension rights, and gratuity payments, if any, as provided in the Labor and Employment Act, 2007, or Loden Service Manual (Separation Payout SOP).

12. Duration and Terms
● This is a full-time position with an initial contract of 2 years, subject to performance evaluation and renewal based on organizational needs.
● Competitive salary and benefits package, in line with the Loden Foundation’s ISR and compensation structure.

Note: Candidates with relevant master’s degree will be given preference for shortlisting

2025 ToR Adm & Procurement OfficerDownload

Vacancy Details

Minimum Experience Required : 1 Years
Qualification : Bachelor's degree
Employment Type : Contract
Job Sector : Business, Consulting and Management
Last Submission Date : Dec 4, 2025 17:00

The Loden Foundation is pleased to announce the vacancy for an administration/procurement officer.

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