1. Compliance to policies, rules/regulations and guidelines

• Conflict Sensitive Programme Management at all levels;
• Adhere to policies, procedures, regulations and guidelines of HELVETAS Swiss Intercooperation (Code of Conduct; NPR-Nepal; Finance Manual; Security Response Guide; Gender Equality and Social Inclusion Guide; Mobbing, Sexual Harassment & Abuse of Authority; Code of Conduct Against Corruption etc.) and other specific policies applicable for TTDP;
• Maintain updated Human Resource Information System of the project;
• Ensure compliance of all the terms and conditions agreed between HELVETAS Swiss.

2. Administrative and logistics management

• Office management and day-to-day administration, logistics and vehicle management of the project, ensuring productive and efficient office operation;
• Liaison with the technical, social development and other staff to ensure that they are aware of all of the Unit’s administrative systems and procedures;
• Management of logistics for seminars, workshops, and any other events as requested by the Team  Leader;
• Provide necessary assistance to technical staff with the production of their technical reports, including printing and publishing;
• Coordinate for management of drivers and vehicle movements in an efficient manner;
• Advise TL on the private hire of vehicles by staff, permission and checking;
• Coordination with the field offices, managing rent and payments for such offices in association with the Finance Department;
• Initiate and make regular field visits to all field offices (at least once every year to each district) to check and support on the administration and management of offices and any IP related administrative matters;
• Line manages support functions, be responsible for the office cleaners and maintenance of office premises;
• Oversee management of the PSU computer hardware and software packages;
• Oversee management of the PSU vehicles, servicing and maintenance;
• Oversee filing and library management;
• Make arrangements for Translation and Nepali typing if and when required;
• Effective and efficient inventory management, including include project office at centre and district offices.

3. Procurement Management

• Advising the Team Leader on procurement, awarding of contracts and payment procedures and supplying the required information. S/he shall be a permanent member of the procurement committee;
• International procurement and local procurement (where tenders/quotations are required) in accordance with GoN and SDC procurement procedures of goods and services, liaise with the Finance Manager when necessary;
• Oversee local procurement (by direct purchase).

4. Human Resource Management

• Orient project team members on organisational and donor’s HR policies and processes;
• Facilitate and  coordinate for the fair recruitment process to bring right human resources;
• Support project management in review of human resource development needs for project staff and plan capacity development initiatives;
• Prepare consultant’s/contractor’s/interns agreements and contracts, in accordance with project rules and regulations, and in close association with the Finance Manager regarding budgetary provision;
• Facilitate performance review process of the project team;
• Management of insurance for project staff including district team, liaison with insurance companies to process claims;
• Manage personnel files and records (CVs, annual performance appraisal, leave records and other records and information);
• Ensure compliance to Swiss Policy on Workforce Diversity; support management in achieving proportionate representation of workforce in the project.

5. Staff safety and Security and Coordination

• Liaison with SDC on security issues, passing on security information to all staff immediately (via memos, meetings, email, SMS and the security notice board) and feeding back to SDC details of incidents that occur regarding implementation, following consultation with the Team Leader;
• Informing the Team Leader on various matters that may affect the security of the staffs, offices and equipment, in Kathmandu and in the districts;
• Be available for contact 24hrs per day as a security focal person;
• Ensure that all staff are kept up to date on security policy and practice and recommend staff for security training at SDC or other training institutions as necessary.

6. Other Specific Responsibilities

• Professionally discharge other tasks requested by the Team Leader;
• Be proactive in bringing innovations and taking new initiatives in the programme and the organization.

Job purpose: The position is responsible for smooth and well-functioning administrative management system including procurement and logistics system of the project as per the organizational policy manuals. In addition, the position is also responsible for supporting the Team Leader with overall human resource management in the project.

Required Education and Experiences:

Bachelor’s/Master’s degree in public administration, human resource management or a relevant subject. S/he should have at least 7 years of experience in a similar position, with at least five years for an international organization.

Required competencies:

• Proven competencies working in an administrative roles
• Proven competence in human resource management
• Proven experience in office and file management skills (personnel file and records, VAT related file, agreement and contract documents, house rent file, etc.)
• Strong ability to multi-task
• Proficiency in using MS Office application and database software
• Good verbal and written communication in Nepali and English
• Good team player and effective communicator
• Excellent time management and task prioritization skills
• Good facilitation and communication skills
• Sound understanding and commitment towards gender equality, social inclusion and poverty reduction
• Ability to work under time pressure