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JANAK AWASTHI

Current Address: Soaltee Mode, Himalayan Height, Tahachal


Kathmandu, Nepal. Tel: +977 9851014205 (M.)
Permanent Address: Raikwar Bichawa - 2, Kanchanpur, Nepal.
Email: awasthi.janak@gmail.com

CAREERS HIGHLIGHTS

Mr. Awasthi has 16 years of working experience in the programme operations field with a decade long experience in
UN and other humanitarian agencies including in emergency relief operations., He brings a vast amount of
knowledge and skills on operations management field, especially in Administration, HR, Logistics and Procurement.
Currently he is with American Red Cross (ARC), Nepal as Head of Operations. Prior, he had worked with UNDP
Nepal, Norwegian Refugee Council (NRC) in different capacities. He holds Masters Degrees in Rural Development.
Mr. Awasthi fully understands operations management of both development and humanitarian organisations,
policies and procedures and is an advanced ATLAS user with 6 years of experience and well versant with IPSAS
guidelines.

Mr. Awasthi is well versant in Operations Management including Administration, Procurement & Logistics, Human
Resources, fund management, financial controls, Budgeting, Costing, Cost Control, Budgetary Analysis, Assets
management, Grants & Awards management, Contracts management, managing large teams, implementation,
monitoring, evaluation and knowledge management. He is well familiar with different policies and procedures of
different organizations involved in different sectors ranging from pure development to humanitarian assistance and
disaster response. He has hands-on experience with Enterprise Resource Planning (ERP)/ ATLAS (PeopleSoft) and
Agresso, Professional and technical knowledge of ATLAS Modules and IPSAS modules.

PROFESSIONAL EXPERIENCE

June 12, 2015 till date: Head of Operations, American Red Cross (ARC) Nepal, Kathmandu, Nepal

Summary of Functions

Logistics/Fleet Management
Identifies scale and needs; acquires assets and personnel as required;
Implements systems and standard operating procedures for fleet, procurement, and warehousing functions;
Assists recruiting and building capacity of logistics staff;
Supports establishing a fleet schedule and vehicle movement system;
Lead coordination between the logistics team and program/area managers to facilitate effective, efficient and
timely program implementation;
Provide technical support and guidance to field offices on the development of supply chain plans, including
demand analyses, market assessments, and planning country and field level contracts, warehouses and
infrastructure.
Ensure all ARC vehicles have proper vehicle usage log book and fuel consumption sheets and all the vehicles are
regularly serviced and maintained;
Manage and analyse vehicle usage to maximize efficiency and ensure timely program implementation;

Procurement and Contracts Management


Develop rigorous, accountable and transparent procurement systems and ensure contracts follow respective
processes; instils an efficient and compliant contract management system;
Supports the new delegation process procurements; liaises with program development staff and assist drafting
procurement plan;
Assists senior management with over site of the Procurement unit and recommend methods to streamline and
improve systems.
Ensure efficiency and compliance in local and international procurement.
Ensure systematic process of transporting items from Kathmandu/suppliers to field locations, ensuring full
control of movement and receipt of items.

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Enforce a zerotolerance policy regarding corruption and contribute to ensuring complaints are recorded and
investigated appropriately, in line with the ARC/IFRC Code of Conduct and guidelines.

Facilities and Warehouse Management


Identifies delegation proposed scale and needs; actively seek property solutions;
Introduces standard protocols regarding property maintenance and upkeep;
Supports management with overseeing the maintenance, security, and care of all facilities including office and
sub-offices, warehouses, and delegate guest houses.
Ensure all ARC Assets are tagged and listed in the Asset Management database at the time of procurement with
an asset file created for them and that a regular monitoring system is in place;
Ensure the implementation of regular asset verification.
Assume overall responsibility for all ARC warehouses and stocks through the oversight and monitoring of
effective stock management systems;
Produce stock movement reports according the ARC/IFRC reporting policy and formats.

HR Management and Development


Reviews current HR systems and protocols; advise on solutions and systems that can develop with a growing
delegation;
Drafts recommended personnel job descriptions and support with the recruitment and training of those
employees;
Ensure implementation and continuation of performance management system
Develops a personnel filing and archiving system; identify HR software solutions.

Finance
Assist in proposal development, ensuring collaboration with the program department that ensures optimal
proposal cost applications.
Review financial statements to ensure that inter-department coordination and dispensing department behavior
is such as to promote budget conformity and good cash management.
Work with the Finance Manager to take corrective action when required.
Authorize country operations expenses. Oversee cost pool management.
Act as lead contact for and lead responder to any issues that emerge from internal and external audits

Administration
Liaise and cooperate with Senior Management Team and Program Managers on Admin, Finance, HR, Logistics
and Procurement matters;
Actively participate in national management, coordination and planning meetings.
Ensure donor compliance is adhered to;
Contribute to donor proposals, budgets and reports;
Contribute to Emergency Response planning for logistic and procurement needs and execution including
establishing appropriate Frame Work Agreements;
Prepare regular, timely and accurate narrative and logistical reports;
Represent ARC with relevant external local organizations and networks, actively networking and building
relevant relationships;

Communications and Information Technology


Ensure that appropriate and detailed IT policies, equipment, software, and personnel are in place.
Ensure documents and licenses with regards to Satellite phones, Mobile phones, V/HF radios are available and
up-to date;
Ensure compliance with the ARC and IFRC global and local IT policies.

Security
Develop and implement Security Guidelines for ARC Nepal Delegation.
Ensure compliance with ARC and IFRC policies on security including those that require a Field Security Plan,
briefings for visitors, development of and adherence to security protocols.
Ensure monitoring of the security situation in the country generally and in ARC operational areas in particular,
and communication of appropriate messages to staff.
Support the advocacy program of the staff responsible for security who works with local and international
NGOs (such as an NGO Security Forum) to address/advocate around security issues affecting NGOs in Nepal

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Compliance
Learns of standard ARC, IFRC, and NRC operating procedures; implements accordingly;
Monitors delegation personnel functions; ensure employees, systems, and policies are in accordance with
ARC/IFRC/NRC requirements and local laws; that they are clearly understood and adhered to;
Actively manages policy adherence and address concerns of national and expatriate staff in a timely and
appropriate manner.

March 1, 2015 April 30, 2015: Procurement and Assets Management Consultant, UNDP, Kathmandu, Nepal

Summary of key functions


Manage inventory records of existing and assets/equipment and materials.
Prepare the list of existing assets both capital and non-capital on excel format including electronic and electric
equipment, furniture and fixture.
Update non-expendable property (non-capital assets) inventory record and track movement of furniture piece.
Segregate used items and not-used items from the list, including assets in the store locations.
Prepare separate list for Capital and Non-Capital assets among not used assets and prepare RADT from based
on the separate form as per the UNDP guideline.
Conduct regular inspection & physical verification of assets/equipments to ensure availability/ accountability of
material set up, update computer database and submit the separate Asset reports when necessary.
Verification of all incoming and outgoing assets/equipment and furniture and scheduling deliveries to users.
Get approval from the International Project Manager and Project Executive Board of the Project for
Auction/Write Off/Transfer of the not used assets on the list.

April 20, 2009 January 31, 2015: Sr. Administrative Assistant, UNDP, Kathmandu, Nepal

Summary of key functions

General Administration:
Coordinated the provision of guidance, training and daily supervision to other staff in the area of
responsibility.
Performed other related administrative duties, as required (e.g., operational travel program, physical space
planning and the identification of office technology needs and maintenance of equipment, software and
systems, organize and coordinate seminars, workshops & conferences),
Assisted in formulation, establishment and execution of established policies and procedures like Standard
Operational Procedures (SOP), Vehicle Management Policy and Cafeteria Operations Guidelines.
Provided logistics support during different workshop/seminars/programmes organised by SPCBN Project.

Human Resources Management


Carried out human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job
classification reviews, separation of staff members, training etc.,
Ensured consistency in the application of UN rules and procedures. Coordinate the preparation of tests,
selection panels of the project, plus the processing of the various yearly staff personal evaluation reports
and forms.

Procurement and Contract Management


Performed procurement and contract management related activities like vender coordination, solicitation,
database update, preparation solicitation documents - RFP, RFQ, ITB, EOI, draft ToR, waiver preparation.
Played a pivotal role in the development and implementation of operational plans, SOPs, initiatives and
projects relating to contract compliance and performance management.
Provided inputs on budget and acquisition planning.
Assisted with evaluation of vendor proposals and guidance during contract formulation, drafting and
negotiation.

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Developed a quality assurance plan to provide a systematic, structured method to monitor contract
performance.
Participated in the development of contract risk assessments and risk management plans, including
mitigating measures and Developed contract compliance checklists and implementation plans.
Participated in the assessment of contractor performance, including advice and action to address instances
of poor performance and/or non-compliance with contractual obligations.
Within the terms and conditions of the contract, worked towards resolution of conflicts or performance
issues arising in cases of poor performance and/or non-compliance with contractual obligations.

Grants and Awards Management


Developed and provided appropriate budget template for SPCBN/UNDP and the partners for the proposal.
Provided justification of questions related to direct/indirect costs and fees in the budget and the narrative.
Reviewed disbursement requests to ensure that all reporting and compliance requirements and/or any
pending queries have been satisfied before funds are disbursed.
Contributed to discussions on partner performance and how it could be best supported; providing insight
into partner financial management
Discussed with partners any financial management weaknesses and, where appropriate, ensured that
action plans are put in place to mitigate them
Provided financial management advice to partners with a specific focus on managing fiduciary risk and
helping partners to develop financial systems that better support programme delivery
As required, visited partner offices to assess compliance and ensures correct systems and filing are present
Performed compliance review of cost proposal, concept paper and realignment budgets.
Assist in completing forms related to financial information required by various donors.

Management and Staff Supervision


Prepared annual and half yearly work-plan, HR Plan & procurement plan for the SPCBN project and ensure
its proper & timely implementation;
Act as Security Focal Person for the SPCBN Project,
Supervised and monitored functions of Admin Assistants, Procurement & Logistic Assistant, Receptionists
and Admin Support Clarks.

Financial Management
Raise financial vouchers/E-requisitions in ATLAS, get approval, run budget checks.
Collect invoice from vendor, check supporting documents and process for payment of goods and services.
Assist in the preparation of the unit budget, administrative control records such as commitments and
expenditures.
Prepare note-to-the file if necessary, check for the budget availability and segregate the expenditure unit
wise.
Extract Interim Donor Report, Combine Delivery Report, Project Budget Balance and other reports in ATLAS
and interpret them.

Assets Management
Ensure that assets procured through projects are properly registered, used, maintained and safeguarded.
Capital and Non-Capital Assets managed of USD 3 million including management and successful handover
of the USD 1 million assets to CA/LP Secretariat.
As a Member of Assets Management and Verification Team, physically verified capital and non-capital
assets of UNDP Country Office and Its all projects in July and December 2014.

Achievements:
Development and execution of different guidelines for the SPCBN Project like Standard Operational
Procedures (SOP), Vehicle Management Policy and CCD Cafeteria Operations Guidelines.

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Provided logistics support during more than 200 national/international level workshops/seminars
organized by SPCBN Project.
Refurbished Resource Centre of SPCBN Project/CA Secretariat, Centre for Constitutional Dialogue (CCD) of
value more than USD 1.5 Million.
Initiated and successfully administered the procurement of goods, services and civil works of about US $
3.5 million for the SPCBN Project.
Handled grant management of more than USD 500K.
Capital and Non-capital Asset Management of SPCBN Project of USD 3 million.
Initiated and successful administration of over 200 Long term and short term Consultancy Contracts and
staff contracts.
Successfully auctioned assets of value more than 1.5 million in last 3 years, without any difficulty.
Management and successfully handed over assets of USD 1 million to CA/LP Secretariat Nepal.
Supported in management of Micro Grants support of USD 400 thousands.
As a Member of Assets Verification Team, physically verified capital and non-capital assets of UNDP
Country Office and Its all projects in July and December 2014.

November 1, 2008 April 19, 2009 (Field Finance and Administrative Officer)
June 1, 2008 October 31, 2008 (Administrative and Finance Assistant)
February 20, 2007 - May 31, 2008 (Administrative Assistant)
Norwegian Refugee Council, Nepal (Responsible for 4 Field Offices at Mid-Western Region Nepal)
ICLA and Shelter Support Project, USAID, ECHO and UN funded Project

Summary of key functions

General Administration and Management


Provided day-to-day administrative, procurement and financial support to field office including direct
supervision of the support unit at field of 4 (Four) different field offices (Nepalgunj, Rukum, Surkhet) at
Mid-Western Nepal;
Established and formalized administrative, procurement, human resource and financial management and
control procedures.
coordinated for the provision of the full range of administrative, financial and logistic support including
preparation of contracts at local level, procurement of vehicles, services and equipment etc..;
Prepared annual work plan, HR Plan and Procurement plan and ensured proper and timely implementation
of those plans.
Constantly reviewed administrative, procurement and financial arrangements to identify opportunities for
improvements and streamlining of procedures to effectively support project activities;
Processed project closure functions (financial reports, transfer of assets, etc.); of three field offices at Mid-
western Nepal.
Performed procurement and contract management related activities like vender coordination, solicitation,
database update, preparation solicitation documents
Managed office premises, including emergency power backup, building maintenance and repair and
provided IT support when needed.
Managed the Shelter Support Project for Mid-western Nepal involving USD 300K including procurement of
shelter items and supervision of Shelter Assistants of 3 project office.

Human Resources Management


Administration of the field offices human resource activities, e.g., recruitment, placement, relocation,
performance appraisal, job classification reviews, separation of staff members, training etc.,
Oversaw the maintenance of vacancy announcement files and keep track of status of vacancy
announcements.
kept complete personnel files and records, provide orientations and training as appropriate to field based
staffs in the area of finance, procurement and administration;

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Financial Management
prepared and checked monthly financial report of 4 field offices and made ready to send to NRC Oslo using
accounting package, Agresso;
prepared monthly salary sheet for field staffs and deal with TAX issues;
provided advice, financial interpretations, adaptations and corrective actions in response to audits,
financial controls and other queries to ensure adherence to the NRC Financial Management Policy,
Administrative Instructions, internal memos and Circulars;

Grants and Awards Management


Developed and provided appropriate budget template for NRC Nepal and the partners for the proposal.
Provided justification of questions related to direct/indirect costs and fees in the budget and the narrative.
Reviewed disbursement requests to ensure that all reporting and compliance requirements and/or any
pending queries have been satisfied before funds are disbursed.
Contributed to discussions on partner performance and how it could be best supported; providing insight
into partner financial management
Discussed with partners any financial management weaknesses and, where appropriate, ensured that
action plans are put in place to mitigate them
As required, visited partner offices to assess compliance and ensures correct systems and filing are present
Performed compliance review of cost proposal, concept paper and realignment budgets.
Assist in completing forms related to financial information required by various donors.

Assets Management
ensured that assets procured through projects are properly registered, used, maintained and safeguarded;
in close consultation with the country office,
Capital and Non-Capital Assets managed of USD 500 thousand.
Donated and transferred those assets as a part of office closure function.

Achievement
Set up and provided administrative, finance, Human Resources and Procurement support to four of the
NRC Field Offices at Mid-Western Nepal.
Successfully looked after safety and security of field offices and its staff working at those field offices.
Assisted in development and implementation of different guidelines for the NRC Nepal Office like
Personnel Management Manual, Budgetary Guidelines, Vehicle Management Policy and Procurement
Manual for NRC National Staff
Designed NRC Induction materials both for National and International Staff.
Initiated and administered the procurement of goods, services and civil works for NRC Field Offices.
Taken care of Inventory Management of the offices for more than US $ 500K.
Successfully Managed the Shelter Support Project for Mid-western Nepal involving USD 300K.
Handled grant management of more than USD 200K.
Successfully carried out Office Closure functions of three field offices.

Aug. 1, 2005 to Feb. 19, 2007 (Administration and Finance Officer)


Aug. 1, 2003 to July 31, 2005 (Administrative Assistant)
SEBAC - Nepal, Kathmandu, Nepal.

Summary of Key Functions

General Administration and Management


Provided day-to-day administrative, procurement and financial support to head office.
Established SEBAC-Nepal's administrative, procurement and financial procedures and office policies in
consultation with relevant SEBAC-Nepal staff.
Maintained and supervised office policies and procedures.

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Assisted in the establishment and implementation of SEBAC-Nepal's human resource policy.
Performed procurement and contract management related activities like vender coordination, solicitation,
database update, preparation solicitation documents
Monitored and supervised the admin, finance, logistic and premises management activities for all project
office of SEBAC-Nepal.
Kept updated expenditure records of the management of the premises including office rent, phone,
electricity, water consumption.

Financial Management
Prepare regular financial reports as well as carry out and follow-up account receivables, payables
settlement and advance payment;
prepared monthly salary sheet for central office staffs and deal with TAX issues;
established standardized organizational procedures to ensure that accounting and financial management
controls are consistent with donor and SEBAC-Nepal guidelines and requirements;

Achievement
Complete office setup and established and maintained office filing system.
Prepared and submitted periodical report to the organisation and supporting partners, monitoring and
evaluation of implemented activities of the organisation.
Managed assets inventory of the SEBAC Nepal.

July 1, 2001 to June 30, 2003


Administrative Assistant
Ghodaghodi Area Conservation and Awareness Forum, Dhangadhi, Kailali

Summary of Key Functions


Undertake actions related to the administration of the unit's human resource activities, supporting personnel
administration; ensure the maintenance of a filing system and all reports on documentation on programme;
manage/check inventory record; manage correspondence related to administration and finance; assist to prepare
budgets for various training activities and as well assist in the preparation of contracting documents; maintain
telephone log book and identify personal calls; maintain/trouble-shoot the computer network, provide helpdesk
support, handle system back-ups and upgrades when necessary; keep updated expenditure records relevant to the
management of the premises; act as a focal point to contact the building owners for lease related matters, assist to
arrange, relocate, and/or to move the office furniture and equipment of the project as per the need of the staff.

ACADEMIC QUALIFICATIONS

Master in Rural Development (M.A RD), 1st Division from Tribhuvan University, Nepal in 2012.
Bachelors of Arts (B.A.), 2nd Division from Tribhuvan University, Nepal in 2005.
Intermediate of Arts (I.A.), 2nd Division from Tribhuvan University, Nepal in 2002.
School Leaving Certificate Examination (S.L.C.), 1st Division from Bina Ma. Vi. Kanchanpur in 2000.

RESEARCH WORK/PUBLICATION:

Research Report on Reproductive Health Problems among Adolescents of Amargadhi Municipality of


Dadeldhura District as a partial fulfilment of requirements of Masters Degree in RD. (Un Published)

TRAININGS

Logistics Management Field School Training, IFRC & NRCS during 26 June July 2, 2016. Training course
covered, Introduction on Logistics & Supply Chain Management, Humanitarian Procurement, Fleet and
Transport Management, Warehouse Management etc.
Procurement and Logistics Management Training of IFRC during February 15 17, 2016.
Completed Basic Security in the Field II (BSITF II) Online Course from UNDSS.

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Overview of the UN Procurement Manual (Online Course, completed on 23 March 2013)
The Fundamentals of Procurement (Online Course, completed on 15 Oct, 2012)
Safe and Secure Approaches to Field Environment (SSAFE) Nepal Training Programme organized by United
Nations Department of Safety and Security (UNDSS) during August 18 19, 2011.
Field Security Risk Management Training Safe and Effective Development, UNDP during 6 8 April, 2011.
Training on The 7 Habits of Highly Effective People organized by Franklin Covey during February 16 18, 2010.
Participated in Procurement Workshop organised by UNDP Nepal during August 14 15, 2009.
Completed Advance Security in the Field from UNDSS website (Online Course) on November 22, 2008
Accounting Package (FACT) from Computer Point Nepal, Naya Baneshwor, Kathmandu.

COMPUTER SKILLS

Very good knowledge of Computer Application such as MS-DOS, MS-Office, MS-Windows, Adobe PageMaker,
Adobe Photoshop, general working knowledge on Accounting packages as Tally, FACT, Agresso, Atlas, Email and
Internet and other database and accounting software and basic knowledge on Computer Hardware and networking.

LANGUAGE PROFICIENCY

Language Read Write Speak Understand


Nepali Excellent Excellent Excellent Excellent
English Excellent Excellent Good Good
French Basic Basic Basic Basic
Hindi Excellent Good Good Good

REFEREES

FULL NAME FULL ADDRESS BUSINESS OR OCCUPATION


Jeenu Manandhar Marie Stops International (Sunaulo Parivar Nepal) Human Resources Manager
Jawalakhel, Kathmandu, Nepal (Technical supervisor at NRC
Tel: +977 9851019157 Nepal)
Email: jeenumanandhar@gmail.com
Manoj Khadka American Red Cross Nepal Monitoring and Evaluation
Soaltee Mode, Tahachal, Kathmandu Nepal Delegate
Tel: +977 9843768011
Email: manoj.khadka@redcross.org
Dr. Raj Bahadur United Nations Development Programme Deputy National Project
Shrestha Support to Participatory Constitution Building in Nepal Manager (Direct Supervisor at
Sanepa Height, Kathmandu Tel: +977 1 5013054/56; UNDP)
9851063578. Email: raj.shreshtha@undp.org

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