Deputy Programme Manager

Deputy Programme Manager

International Development Services

12 months

Kathmandu, Nepal

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.

Project Description

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

The Deputy Programme Manager is responsible for ensuring that all financial, operational and administrative aspects of NCCSP2 run effectively. S/he will be based in the Project Management Unit located at the Department of Forests (BabarMahal, Kathmandu), with travel to Palika offices as required.

Reporting to the Programme Manager, the Deputy Programme Manager/Senior Operations Manager will be required to:

Project Management

• -Line manage the Administrative Coordinator and Senior Finance and Admin Officer and oversee the coordination of 12 Palika Finance and Admin Officers;
• -Supervise and monitor financial, operational, and human resource functions;
• -Ensure compliance with DFID, Mott MacDonald and NCCSP2 procedures and policies at Kathmandu and Palika level, organising training for NCCSP2’s staff and suppliers on the said procedures as required;
• -Liaise with Technical team to ensure programme outputs and activities are submitted/delivered on time;
• -Develop a plan for and implement strong fiduciary risk management of NCCSP2’s delivery chain, including regular financial monitoring, spot checks, due diligence, and ethical training
• -Administer contracts to ensure compliance with the contract conditions, payment terms, variations, claims, dispute resolution, and monitoring;
• -Ensure the contracting, orientation and deployment of short-term consultants ensuring resources are available to support their missions;
• -Operationalise the Mott MacDonald Business Management Systems (BMS) procedures, including health, safety and security as required by Mott MacDonald for NCCSP;
• -Contribute as required to programme reporting related to the areas above;
• -Promote healthy work ethics, good governance and anti-corruption behaviour;
• -Other duties as may be assigned from time to time by the Programme Manager.

Operations

Line manage the Administrative Coordinator and Senior Finance and Admin Officer to:

• -Ensure the programme team receive adequate operational and logistical support to conduct all technical activities, including, but not limited to organising transport and accommodation, technical events, and managing logistics for field visits. 
• -Liaise with Technical team to ensure quarterly operations and procurement plans are in line with programme workplan
• -In alignment with Branch and Regional Safety and Security Focal Person ensure robust security and safety procedures are in place and are followed on NCCSP2 to ensure MML’s Duty of Care to all personnel;
• -Ensure project assets are managed in line with DFID and MM’s policy.
• -Ensue assets verifications are carried out as per the set timeline  for the project and submit annual assets verification report to the DFID in coordination with PM and Senior Finance and Admin Officer
• -Ensure project vehicles are operated with ensuring safety standards, verify log sheets and mileage reports of project vehicle on by monthly basis.
• -Oversee the procurement systems and procedures on the project ensuring compliance with DFID and Mott MacDonald policies;
• -Ensure compliance with NCCSP2 Operations Manual, and review and update in coordination with Branch Operations team;
• -Ensure the timely provision of office facilities and services, transportation, accommodation, bookings and service contracts as required for the project;
• -Ensure robust fleet management system for the project;
• -Ensure logistic support for international visitors and oversee the visa and work permit process.

Finance

Liaise with the Branch Finance Manager to:

• -Establish and operate sound financial management, accounting and administrative systems that are consistent throughout the operating projects and based on principles of accuracy, timeliness and transparency.
• -Work with the Output Leads to ensure all project activities are properly budgeted and monitored in accordance with the contract.
• -Ensure good quality donor financial reports that adequately meet their reporting requirements
• -Ensure the management of monthly reconciliations of bankbooks, and petty cashbooks (where used) and project cash flow forecast statements and quarterly statutory cash flow forecast statements
• -Supervise the transactional processing (accounts payable, cash payments and payroll (where applicable) for the project
• -Ensure timely and accurate invoicing to the client.

Human Resources

Work with the HR Administrator to:

• -Manage administration of NCCSP2’s HR functions to ensure MM’s HR policy and procedures are followed by all staff,
• -Prepare and issue employment contracts and ensure all documents are sent to IDS HR
• -Facilitate and support the recruitment, training and mentoring of project staff;
• -Support the recruitment of technical and other non-technical personnel;

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.

Skills

• -Minimum of 10 years’ experience in project management and managing finance, logistics, administration, and operations;
• -Experience of working for an international organisation, preferably in the development/humanitarian sector;
• -Preferably experience with a private sector DFID supplier
• -Experience of setting up and maintaining operations and logistical procedures and processes;
• -Experience of procurement, contract management and, ideally within a development programme context;
• -Experience in budget management
• -Excellent oral and written communication skills in English and Nepali;
• -Excellent attention to detail and ability to work autonomously
• -Proven management experience leading small to medium sized teams;
• -Ability to liaise efficiently with individuals and organisations to arrange and carry out programme administration functions;
• -Experience in implementing health and safety procedures;
• -Experience in operating within environments with diverse cultures and practises;
• -Ability to use computer systems and standard office software reliably, including organising and setting up systems for maintaining office electronic records;
• -Proven experience in programme operations and administration in Nepal and/or the region;
• -Knowledge of the Nepal immigration Service as well as previous experience in visa facilitation.

Qualifications

• -University Degree in public administration, accounting, project management or other related area