Scope of Work:

The Administrative Coordinator position is a high level management role which involves the coordination, oversight, and monitoring of on-the-ground activities of the Vertical Biodiversity Fund, as well as liaising and communication with project staff, stakeholders and government authorities. The incumbent reports directly to the VBF Directors and ensures that directives are being systematically implemented in all project sites.  The main responsibility of the Administrative Coordinator is managing staff and overseeing the day-to-day activities of the VBF related to the implementation of the Vertical University Project, including procurement, project monitoring and evaluation, financial management, progress and financial reporting, and managing the staff of the VBF.  Key responsibilities include but are not limited to ensuring that project outcomes are met, staff management, representation of project to local and provincial governments to ensure compliance with legal requirements, fleet management and travel approval, fulfillment of local and national reporting requirements, and coordination with the VBF Accounts section

Duty Station: The duty station for this role will be Dharan, Sunsari with periodic travel to project sites in eastern Nepal

Responsibilities:

Managing staff and overseeing the day-to-day activities of the VBF related to the management and implementation of the Project, including procurement, Project monitoring and evaluation, financial management, progress and financial reporting, and leading staff of the VBF

Overall supervision of the Project activities:

• Participate in and represent the VBF at conferences and meetings in Kathmandu and the eastern region with the highest degree of professionalism
• Prepare, or as appropriate supervise the preparation of, annual work plans and budgets and present to the VBF Board for approval
• Supervise VBF staff in the performance of their respective duties and ensure the efficient functioning of all units and ensure that clear working arrangements are established for collaborating with the Nepal authorities on all management, financial, accounting and procurement matters, and that all applicable laws and provisions are adhered to
• Produce regular written reports to concerned authorities to update them about Project matters and organize high level site visits with concerned authorities, as per the direction of the VBF Directors
• Lead the development of work plans, workshops and periodical work sessions and meetings for the different regions and hold orientation seminars for team members to clarify the Project objective and methodologies
• Ensure that VBF assets are properly tracked and accounted for
• Ensure that confidentiality is not violated and that problems and issues are resolved discretely
• Ensure the safety and security of the field staff, especially with respect to field travel
• Work closely with the VBF Leadership to ensure that policies and systems are maintained throughout the organization, and that appropriate procedures are being followed
• Liaise with all of the field staff, stakeholders, and local governments to ensure clear communication about project progress and to clarify any misunderstandings or confusions
• Ensure implementation of best practices in budgeting, accounting & auditing compliant with national regulations

Key Experience and Qualification:

• Master’s Degree in Management, Environmental Conservation, or Rural Development related fields
• Background in environmental conservation and/or sustainable agriculture a must
• At least 8-10 years of working experience in related field
• Proven track record and technical ability to manage a large, complex, multi-stakeholder project in a rural setting
• Effective interpersonal, management and negotiation skills proven through successful interaction with stakeholders, including senior government officials, regional/local authorities, experts and NGOs/communities 
• Demonstrated ability in team management and collaboration 
• Strong Academic and professional background
• Prior field based experience in project management and administrative coordination required
• Prior experience of working in NGO environment with the experience of coordinating donor funded field projects a must

Special Skills, Competence, and Qualities:

• Complete fluency in written and spoken English and Nepalese, and typing skills in both languages
• Strong computer literacy 
• High degree of patience and sensitivity, and ability to work 
• Leadership qualities including professional communication and writing skills, public speaking ability, and project planning competencies
• Highest degree of gender and caste sensitivity is a must

Timing: The initial contract shall be for three months on a probationary/trial basis, extendable upon satisfactory performance for further period.

Renumeration: Negotiable and commensurate with experience

NOTE: Strong preference will be given to women and ethnic minorities

Work Provisions: S/he will be provided with use of office space, desktop computer with Internet facilities, and office furniture. Necessary stationery, printing and copying facilities will be provided