Project Description

Deloitte Consulting is the implementing partner for the USAID Nepal Hydropower Development Project (NHDP) in Nepal. The NHDP will focus to expand access to modern, high quality hydropower services for the citizens of Nepal and to realize the potential for Nepal’s hydropower exports in South Asia. The project will accomplish this by facilitating private sector investment in hydropower resources in Nepal in an environmentally and socially sustainable manner. The project will also support the restructuring of the electricity sector to create viable, efficient national power services and promote expanded electricity trade between India and Nepal.

Office Manager- will manage the overall operations of the project by effectively managing various departments and to supporting project advisors. He/ she will make sure that the office runs smoothly, which includes keeping supplies in stock, working with vendors, planning events, making sure the facilities are clean, orderly, and safe, and analyzing supply and energy consumption to determine cost-saving and efficiency savings. He/she will also assist project leadership with evaluating office procedures and looking for more efficient ways of conducting processes. Overall, the Kathmandu office will support about 15 project staff members.  He/she should also be willing to perform administrative duties as required, such as answering phones, facilitating payments to vendors or tax authorities, filing, maintaining logs, etc.  

The position reports directly to the Director of Finance, Accounting and Compliance (DFAC).

 Responsibilities: 

• Office and Facilities Management
• Maintain office efficiency by planning and implementing office operations and systems, layouts, and equipment procurement if required.
• Assist with designing and implementing office and security policies by coordinating with project leadership to establish standards and procedures. 
• Manage filing systems; develop and implementeffective administrative systems, such as record management and recording office maintenance, kitchen and office supply expenditures to help manage the budget;
• Respond to project staff enquiries and complaints;
• Keep Generators, AC’s, plumbing, wiring and all other electrical systems in good working order to ensure the proper functioning of a building. Ensure water tanks are always topped up with water
• Ensure the compound and inside each office is always clean, ensure garbage disposal 
• Perform periodic inspections of equipment, generator maintenance to ensure that there is constant and reliable flow of power from generator (schedule minor and major servicing of generator). 

Procurement and Asset Management 

• Assist with drafting procurement planning and budgeting
• Manage vendor relationships and carry out procurement of services and goods in accordance with USAID rules and regulations as needed
• Maintain an accurate inventory of office furniture and equipment by locations (room) and facilitate regular monitoring and checks from project leadership. 
• Liaise directly with home office on inventory tracking per firm policies and procedures;
• Maintain vendor contact list;
• Liaise directly with home office Procurement team on RFQs, competitive bidding and drafting specifications of goods and services required in support of project objectives;

Security 

• Space management and ensuring the building meets Fire, Health and Safety requirements. 
• Take direction from and liaise with home office Security Management team
• Provide security advice to the Director of Finance, Administration & Compliance (DFAC), the Chief of Party and Corporate Security, for existing and potential threats that might arise or received.  
• Help with security assessments in the field locations if required and the establishment of effective physical and procedural security measures.  
• Carry out investigation of security cases, traffic incidents and petty crime.
• Liaise with the contracted guard company regarding the guard services provided to project offices.
• Help DFAC to develop and implement contingency and evacuation planning in the event of any health or security emergency.
• Draft security advisories with advice on risk mitigation for project staff on the general security situation, specific incidents and during periods of heightened threat.
• Maintain and periodically test the staff telephone tree and warden system.  
• Help to facilitate security, fire, life safety training and briefings for all staff.
• Travel and Transport Coordination
• Help DFAC to maintain the travel arrangements (hotel, airport pick-up, etc.), ensuring necessary logistics are in place.  
• Assist with travel clearances, maintaining emergency contact information, etc.
• Coordinate transport requests for all NHDP Advisors/ staff daily; oversee the vehicle and driver.
• Perform detailed tracking and inventory of fuel management and vehicle log
• Lead vehicle maintenance activities  

Other Administrative Duties

• Answer phones, take messages, and re-direct calls as needed
• Assist with photocopying, printing, filing as needed

Qualifications:

• Fluent in written and spoken Nepali and English
• Experience working in procurement, office management and administration within the donor-contractor industry; USAID experience in is preferred
• Team player, willing to take direction from project management and work with others
• Strong organizational and interpersonal skills;
• Sound computer skills including knowledge of Microsoft Office® applications, particularly Word and Excel; Experience with MS Access or Project a plus.
• Strong interpersonal skills and Writing skills
• Flexible and adaptive personality
• Professional integrity and discretion in the handling of confidential information and data
• Minimum 5 years’ work experience in the role with USAID projects
• Bachelor’s Degree in related discipline  

 
Qualified candidates should upload their resume (not to exceed 3 pages) and cover letter (optional) to the portal.