Project Background

The Economic Policy Incubator (EPI), launched in 2016 in Nepal, is a programme jointly sponsored by the UK Department for International Development (DFID) and Nepal’s Ministry of Finance. It is implemented by Palladium, in partnership with South Asia Watch on Trade, Economics & Environment (SAWTEE) and the Overseas Development Institute (ODI)

EPI’s main objective is to strengthen economic policies and policy processes, support a better regulatory environment and harness investment in order to create quality jobs and achieve higher and sustainable economic growth. EPI works with the Government of Nepal (GoN) to help improve the technical quality of policies, regulations and procedures, improve policy processes and build the capacity of key stakeholders to achieve stronger economic governance.

Outline of the Position

The national Programme Manager – Operations (PMO) is responsible for compliance with DFID policies and procedures, ensuring that the operations of the Project are running smoothly, all Palladium finance SOPs are followed, and reporting at HQ Programme Office and field levels. The PMO oversees the implementation of all operational SOPs, ensuring maximum country compliance. This includes procurement, contracting of local consultants, staff coordination and time management, implementation of security procedures, human resource management including direct line management of the Finance and Operations Officer. 

Key Responsibilities, Tasks, Duties

Programme Management

• Work with the programme team in tracking and maintenance of the project plans, opportunities and constraints
• Provide oversight on the programme logframe or workplan and input necessary guidance on the development and updation
• Make national and subnational field visits to meet different stakeholders, able to endorse project successes at different platforms; identify opportunities and liaise with the focal point
• Take lead in the overall project operational and financial management in-country and develop or maintain necessary trackers and tools

Financial Management

• Oversee all financial management including funds disbursement, transfer requests from Palladium, acquittal and timely aggregation of operational and grant accounts
• Ensure that all financial transactions are carried out with integrity, value for money and are essential to achieving the programme goals
• Prepare and submit monthly financial statements/reports (Petty cash and bank cash book, bank statements and bank reconciliations)
• Support the Palladium Operations Manager on the delivery of inputs into DFID monthly and annual financial forecasts
• Lead of preparation of Value for Money calculations for quarterly reports
• Initiate and maintain strong professional relations with the project bank (including supporting on set up of account), and remain up to date with current financial regulations, including tax liabilities of individuals and the programme
• Oversee project procurement, negotiating competitive prices, processing and reviewing vendor invoices and ensuring compliance with procurement SOPs in the Operations Manual
• Ensure that travel advances are reconciled on a regular basis in accordance with the Operations Manual
• Conduct regular financial risk assessments – particularly of liabilities, as part of the regular monthly programme risk assessment 
• Coordinate internal and external programme audits
• Serve as point person in Nepal supporting review and revisions to the Project Operations Manual, in partnership with Palladium Operations team
• Provide oversight and advice to all staff on financial management matters e.g. workshop training and meeting budgets
• Enforce Palladium’s policy of zero tolerance to corruption
• Ensure compliance and operation of PAYE, VAT and other relevant taxation requirements in project countries

Office Management

Contracts

• Support programme staff in the preparation of subcontracts and manage hiring of subcontracts
• Oversee and ensure the smooth running of general office facilities
• Ensure compliance with other regulatory requirements relating to the employment of staff and all assets procured or leased by the project
• Negotiate, prepare and manage all contracts of suppliers and service providers relating to programme operations
• Day-to-day liaison with Partner programme managers to facilitate smooth subcontract management, including provision of informal capacity building and support for their finance and reporting procedures

Human Resources

• Provide overall management of personnel and HR-related matters and actions
• Provide regular training and updates to team members on administration, HR and other operational processes
• Manage Health and Safety including providing training to staff on Palladium procedures on anticorruption and the code of conduct etc.
• Ensure that security standards and procedures are in place and being followed

Office Administration

• Develop, maintain and improve office management systems (e.g. trackers, electronic filing structure, contracts files etc) as necessary
• Track inputs and deliverables of consultants and other contractors
• Ensure that consultant, subcontractor and programme files and databases are kept up to date and managed effectively
• Establish and ensure that IT systems (including hardware, software, wifi and communications) are fit for purpose and troubleshoot where necessary
• Provide oversight of all office logistics, including transport, meetings and other project events are properly executed
• Manage the project asset register
• Oversee and ensure implementation of security protocol and processes, including providing security briefings to visiting international staff and consultants

Other tasks as determined by the Team Leader and Corporate Project Manager. 

Key Outputs, Deliverables and Expectations

• Timely submission of weekly and monthly financial reports to Palladium
• Timely submission of inputs into quarterly and annual progress and financial reports
• Submission of annual audited accounts
• Provision of inputs into final programme report

Minimum Education and Experience Required

• A relevant master’s degree
• A minimum of 5 years relevant work experience (with development sector experience preferred)

Key Competencies and Professional Expertise Required

• Financial acumen and the ability for office administration
• Communication skills to liaise with stakeholders and make required reports; and  
• Ability to work with a low level of supervision and as a part of a team