Administration Officer

Job Description

Job Title: Administration Officer

Division: International Water, Environment and Climate Change

Reporting to: Programme Manager

Grade: B

Location: Kathmandu with occasional visit to project district

Company Profile

Mott MacDonald is an employee-owned management, development and engineering consultancy serving the public and private sector around the world, with more than 16,000 staff worldwide.

Our International Development Services Unit, IDS, operates portfolios within the international development sectors of Environment, Climate, Water, Roads, Rural & Urban Development, Education, Health, Social and Economic Development in over 40 countries. Together we implement and manage projects in developing countries and emerging economies around the world, supporting national governments and municipalities in policy, planning, project design and delivery. We are committed to support the United Nations Sustainable Development Goals and to provide our expertise to improve the lives of people in need.

Mott MacDonald provides equal opportunities for all staff and ensuring no current or prospective employee feels disadvantaged because of their: age, nationality, caste, parental status, class, race or ethnic origin, colour, religious belief, disability, sexual orientation, gender identity, veteran status, or marital status.

Project overview

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
3. Strengthen the capacity of the GoN to implement climate change adaptation programming today and in the future
4. Share learning from NCCSP with others and lead the coordination of partners working on climate change adaptation in Nepal

Job Description

The Administration Officer will:

General Administration and Logistics:

• Oversee all the administrative, procurement, logistical, financial and facility needs of the Kathmandu based team
• Manage the effective mobilisation of staff and sub-consultants visiting from overseas, when required.
• Facilitate the mobilisation of staff and sub-consultants from Kathmandu to the provinces, when required.
• Support the Senior Operations Manager to implement safety and security procedures for travel in accordance with approved Mott MacDonald practices and the guidelines provided in the Operations Manual
• Keep accurate records of assets and contracts, including tracking sheets and digital files.
• Draft contract and provide logistics for organisation of events, meetings, and workshops.
• Provide management supervision to all logistics requirements and reviewing vehicle movement, fuel usage and vehicle monthly reports according to DFID and Mott MacDonald approved policies and procedures.
• Carry out general office duties, including routine tasks to ensure a safe working environment.
• Quality assure letters, dispatch them and keep systematic physical and digital records
• Maintain an accessible and well-organised record of relevant project documents in hard copy and online archiving.
• Support the team in preparing budgets for training events and workshops
• Prepare and maintain a full stakeholder contact database to be used for multiple purposes.
• Uphold the ethics, transparency and accountability principles of the Project and Mott MacDonald.
• Be proactive and responsive to performing any other duties and responsibilities as assigned by the Operations Manager.

Procurement:

• Manage list of preferred suppliers, ensuring that all appropriate due diligence processes are followed, and that procurement is compliant with DFID and Mott MacDonald procurement policies.
• Checks all invoices against service/purchase order. Verifies, summarizes and ensure the purchase document meets the compliances of the company and forward invoice package to the Finance.
• Review and update procurement plan, initiate and undertake local procurement

Human Resources:

• Support HR Administrator and Programme Manager in the recruitment activities including arranging interviews, sourcing employment reference and collating relevant documentation.
• Support in procurement of local insurance for staff and sub-consultants (medical insurance, business travel insurance, life and accident insurance.
• Coordinating the probation review process.
• Support in HR Audits.
• Support in HR administrative responsibilities as required time to time.

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and line manager.

Candidate Specification

• Bachelor’s Degree in business studies, business administration, commerce or other relevant field
• Qualifications/at least 6 years proven experience in an administrative or logistics role
• Experience providing administrative, logistical, procurement and financial support
• 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
• Excellent IT skills and confidence in Outlook, MS Word, Excel and PowerPoint
• Ability to work quickly and effectively under pressure
• A team player with experience of working within team hierarchies and towards the common vision of a programme
• Experience of working on donor-funded programmes in multi-national teams

Other desirable competencies and experience

• Experience on DFID or other donor funded projects is beneficial

Apply Instructions

Apply Link :

https://jobs.brassring.com/1033/ASP/TG/cim_jobdetail.asp?partnerid=25141&siteid=5169&Areq=42293BR&codes=RAMRO

This Job is expired. The Company is no longer accepting applications for this position.