Office Manager

Mott MacDonald
Location: Surkhet
Salary:As Per Organization's Rule
Posted Date: 2019-05-17 Deadline: 2019-05-31
  • Location : Surkhet
  • Qualification Degree : Undergraduate degree or equivalent
  • Salary : As Per Organization's Rule
  • Category : Management / Operations
  • Nature : Contract
Job Description

Office Manager


International Development


Job Profile

Mott MacDonald has recently been appointed by the UK Department for International Development (DFID) as the Technical Assistance Provider for the “Nepal Climate Change Support Programme Phase 2 (NCCSP2), led by the Ministry of Forest and Environment. NCCSP was designed with an aim to ensure that the poorest and most vulnerable communities in Nepal are able to adapt to the effects of climate change. NCCSP2 supports local governments design and implement climate resilient development plans (CRDPs), with higher level support provided to the MoFE and Provincial government. The climate resilient development planning process provides a climate risk screening approach that is aligned with the 9-step Palika planning and budgeting process.

NCCSP2 will operate in up to 52 Palikas in Provinces 5,6 and 7. The aim of NCCSP2 is to:

  • Support the poorest and most vulnerable communities and local enterprises in western Nepal to become more resilient to the impacts of climate change;
  • Use participatory, evidence-based processes to identify long-term adaptation priorities; and integrate these into Government of Nepal planning and policy;
  • Build the capacity of Government of Nepal to finance, design and deliver adaptation interventions;
  • Improve coordination of community-based adaptation interventions and generate evidence that can improve the quality of future adaptation planning

The objectives of the Technical Assistance to NCCSP2 is to support and build the capacity of the Government of Nepal to deliver the programme. The TA to the NCCSP2 comprises of 4 objectives:

  1. Help the Government of Nepal (GoN) to deliver the programme effectively, efficiently, and economically through the provision of technical expertise
  2. Reduce the fiduciary risk associated with the programme

Strengthen the capacity of the GoN to implement climate change adaptation programming

  1. today and in the future

Share learning from NCCSP with others and lead the coordination of partners working on climate change adaptation in Nepal

We are an equal opportunity employer and value diversity at our company. We do not discriminate, and take positive steps to create an inclusive culture.


Job Description

Office Management:

  • Overseeing all the administrative, financial, logistical and facility needs in the province.
  • Providing administrative, financial and logistical support to staff working within the province
  • Ensuring all office records are filled accordingly.
  • Ensure the smooth running of the regional office by ensuring adequate supply of office equipment and strict compliance with health and safety regulations.
  • In consultation with the Regional Coordinator and the Finance Manager, produce quarterly and monthly forecasts and submit monthly site returns to the Finance Manager in Kathmandu.
  • Maintain up-to-date programme accounts to ensure that timely, accurate and appropriate information is available to the programme management team.
  • Support the team in preparing budgets for training events and workshops.
  • Supervise preparation of all payment vouchers, journal vouchers and cheques and ensure the timely settlement of all undisputed sub-contractor invoices.
  • Monitor expenditure and advise the Finance Manager of potential issues with regards to forecasting, disbursement or accounting.
  • Maintain a petty cash register and supervise the accounts for regional based staff.
  • Line manage the Finance and Administration Officers and drivers.
  • Establish good and considerate working relationships with all staff in the organisation, as well as local vendors, demonstrating respect for their roles and responsibilities.


  • Review and update procurement plan, initiate and undertakes local procurement, issues RFQs. Review quotations of suppliers and carry out cost/benefit analysis in keeping with established protocol.
  • Check all invoices against service/purchase order.
  • Update and share procurement tracker to all staff on weekly basis.
  • Support the delivery arrangements of all goods and services.
  • Ensure that all the procurements are done as per Mott MacDonald Nepal policy.
  • Maintain and update proper documentation of procurement files. 

Fleet Management:

  • Management of the fleet with respecting company policy.
  • Verify log sheet of vehicles, fuel invoices and ensure that accurate records are maintained, that reporting and internal control systems are functioning.
  • Assess and update status of corridors of access, route maps, delivery points.
  • Follow up for timely repair and maintenance of the vehicle.
  • Update vehicle repair and maintenance tracker.
  • Produce monthly fleet report.
  • Ensure safety equipment is up to date in the vehicle.
  • Support in provision of local transportation and compliance with operational and security procedures
  • Plan for the allocation of vehicles in order to optimally serve the needs of the programme. 

Asset/Inventory Management:

  • Maintain asset inventory and report to operations manager for any changes.
  • Maintain custodian record/ Temporary Assets allocation form for asset and inventory.
  • Supervise the allocation and use made of the Assets/equipment.
  • Ensure installation, maintenance and repairs of the equipment, including regular maintenance of the generator.

Candidate Specification

  • Required competencies and experience
  • Proven experience in logistics or operations role;
  • Experience handling logistical challenges in Nepal and in negotiating to ensure efficient use of resources
  • Experience of office administration and finance
  • Proven people management and communication skills
  • Good knowledge on IT skills and confidence in Outlook, MS Word, Excel and PowerPoint
  • Excellent written and spoken communication skills in English and Nepalese
  • Willingness to be pro-active, responsive and flexible to the changing requirements of the project
  • Ability to work quickly and effectively under pressure, and balance competing priorities.
  • Attention to detail and accuracy
  • Proactive and problem-solving approach
  • A team player with experience of working within team hierarchies and towards the common vision of a programme 

Other desirable competencies and experience

  • Undergraduate degree or equivalent

  • Knowledge of General Tax Policy (VAT, PAN, WAT, TDS) on Nepal.

  • Experience of working on donor-funded programmes in multi-national teams;

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Organization Summary

We’re a global engineering, management, and development consulting firm focused on guiding our clients through many of the planet’s most intricate challenges.

Industry Type Consulting/Engineering
Location Mott MacDonald House, 8-10 Sydenham Road, Croydon, CR0 2EE, United Kingdom
Organization Size 1-10
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