Job Description
Job Title
Operations Coordinator, Swisscontact Nepal further referred to as incumbent.
Supervisor
Country Director, Swisscontact Nepal
Subordinates
No subordinates. The incumbent will however coordinate with the project managers to accomplish tasks of common interest for the office, including engagement of their admin and finance when needed.
Purpose of the Post
The incumbent is responsible for operational issues of Swisscontact Nepal and ensure that the office is running smoothly with respect to compliance with government laws and regulations, Swisscontact operational guidelines, Safety and Security, office set-up and maintenance, and common issues (among the projects) of finances, procurement, administration, Human Resources Responsibilities.
Roles and Responsibilities
Financial Management & Procurement
- Lead and coordinate internal and external audit in line with the requirements of the Government of
Nepal (GoN), Swisscontact Zurich (SCZ) and project donors.
- Establish and update common cost-sharing among projects implemented by SCN.
- Establish a yearly budget and updates for items of common costs that cannot be allocated to SCN projects.
- Ensure that procurement of goods and common services to projects are streamlined for more efficiency.
- Support management with the preparation of financial reports and analyses as and when required.
Administration
- Ensure that SCN and its projects comply with the requirement of the GoN, SCZ and project donors such as for office and project registration, labour law, social security fund, taxes, social audit, SCZ’s Internal Control Checklist (ISC).
- Represent Swisscontact in the Association of International NGOs (AIN), attend its meetings and keep management informed about issues relevant to SCN operations.
- Ensure that SCN and its projects are aware of other specific SCZ guidelines such as Code of Conduct (CoC), Gender sensitive reporting, Gender guideline.
- Support the update of the common SCN employee manual; ensure it is in line with requirements of the GoN and SCZ.
- Ensure that project managers keep their project manuals updated in line with the common manual and the specific donor requirements and that they apply it.
- Lead the organization of events in Nepal which are common for SCN and the region such as SCN retreat, regional seminars, visitor missions from SCZ.
- Ensure proper office set-up and maintenance with office rental contracts in place and office infrastructure operational.
Human Resources
- Participate in hiring of new staff and ensure SCN’s staffs performance reviews are conducted as required.
- Ensure onboarding of new SCN staff in projects is done in line with SCZ requirements.
- Ensure that new SCN staff receives training on CoC and other mandatory training as per SCZ and other SCN internal requirements.
- Establish and maintain a database of consultants engaged by SCN for future reference.
Safety and Security
- Head the Security Management Team; hold 2 meetings a year or more if the situation requires.
- Update the Local Security Management Plan (LSMP) yearly and communicate the update to SCN staff; ensure projects regularly update their calling trees.
- Ensure compliance of SCN staff with the LSMP.
- Organize and conduct Safety & Security training & drills for SCN staffs.
Others
- Participate and contribute to management meetings.
- Support SCN and its projects in establishing more efficient financial, procurement, administrative and HR procedure as and when required.
- Support conduct of financial and administrative training for SCN staff and project partners as and when required.
- Ensure support for superior with security clearance, work permit and visa approval; ensure support of visa approval of foreign consultants.
- Conduct any other task assigned by the superior in line with operational issues concerning SCN office as a whole.
Knowledge, Skills and Experience
- Master’s in business administration with concentration in accounting or finance.
- At least 5 years work experience in donor agencies, International and National NGOs covering the roles and responsibilities outlined above.
- Excellent analytical, management skills and a being team player.
- Good written and oral communication skills in English and Nepali.
- Proficient in Computer Office Software Applications (Word, Excel).
- Proficient in using Finance/ Accounting Software.
- International travel may be required for update and training purposes.
Working Conditions and Environment:
This will be according to the Employee Manual.
Time:
100% position.
Place:
Duty station Kathmandu with occasional visits to the field office.
Apply Instructions
Please download the full application here: Job Application for Operations Coordinator at Swisscontact Nepal. The enclosed Job Application Form must be sent to np.info@swisscontact.org subject line: Operations Coordinator
Deadline: 31st May 2019
This Job is expired. The Company is no longer accepting applications for this position.
