Core Responsibilities and Tasks:

Operational Management

• Oversee database & paper file management for administration, procurement, logistics resources documents; including legal records and important documents required for compliance
• Management and oversight of the monitoring, controlling and arrangement of vehicles as per need
• Management and oversight of all office equipment, furniture and buildings as a whole
• Management and oversight of procurements and logistics
• Coordinating with FAD in updating organization fix assets/equipment list
• Maintaining discipline and sound working environment inside the organization
• Conducting or facilitating orientation program for newly joined employees in coordination with departmental heads and PD/CD
• Preparing TOR / contracts paper / agreements as required by the organization in coordination with PD/CD
• Contributing to regular operational policy development in coordination with PD/CD
• Liaising and communicating with Board of Directors, in coordination with PD, to ensure smooth and effective running of the operations of the organization
• Ensure all policies and procedures are effectively communicated to and followed by staff teams
• Ensure all contracts and business transactions/relationships are transparent and in compliance with Nepali law, donor requirements and UON policies
• Work closely with INGO staff and any relevant external staff for expatriate visas and work permits
• Maintain service contracts and overall contract management
• Liaise with finance to ensure compliance and payment schedules
• Work closely with finance compliance to mitigate fraud, conflict of interest and legal ramifications on UON activities

Government and Donor Compliance

• Liaison with government stakeholders in and outside Kathmandu valley for organization’s registration renewal process, evaluation, agreements or any documentations
• Ensuring external representation of the organization in government organization
• Representation vis-à-vis district authorities: Participate in technical and sectorial meetings to ensure visibility amongst local stakeholders, authorities and partners
• Maintenance of reporting timelines for all relevant authorities (i.e. government and donor)
• Responsible for awareness and implementation of new policies, laws or government acts that are relevant to the organisation’s operations
• Liaise with local government officials,  and other international agencies, local NGOs and civil society organizations, local leaders and other community members to foster coordination and ensure support for and acceptance of UON activities

Human Resources

• Coordinating with Finance and Admin Department (FAD) in keeping personnel files up-to-date (attendance, leave, misconducts, allowances and other personal detail)
• Managing or keeping track of Staff contract’s expiry dates conducting employee’s performance appraisal every year in coordination with respective supervisors and PD
• Assisting in staff recruitment and selection process

Other responsibilities

• Working under the direct supervision of PD and INGO CD
• Work closely with program and finance teams to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with UON, government and donor regulations
• Any other responsibility as deemed necessary by the organization

Essential skills, qualifications and competencies:

• 3+ years of experience in I/NGO setting, including government complianceand/or operational support functions with supervisor/management responsibilities
• Excellent negotiation and representation skills, with excellent written and verbal skills in Nepali and English
• Effective skills in coordination, organization and prioritization as well as in Microsoft Office applications
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members
• Proven ability to solve problems independently without direct supervision
• Background in and knowledge of national and international child protection policies, frameworks and statutes

Desired skills, qualifications and competencies:

• Masters in Development Studies, Business Administration or other relevant areas
• Experience developing and working with MEAL systems
• Experience working with international donors in a multi donor context
• Experience working with Human Resources / Administration / Operational Support
• Experience working with government compliance issues and framework

Salary and Benefits:

• NRs. 40,286 per month plus other benefits as per organization’s policy