Mott MacDonald is managing the £40 million UK aid-funded programme: ‘Purnima: UK Support to Post-Earthquake Recovery in Nepal’ in four Districts (Gorkha, Dhading, Nuwakot, and Rasuwa). This programme aims to achieve long-term positive change in the lives of people in earthquake-affected regions of Nepal.
The implementation phase of the programme is due to commence in July 2018 for a 4.5-year duration and will work in 41 rural and urban municipalities. It comprises five Output Areas:
- Support and capacity building to Government at central, district and local level in reconstruction planning.
- Reconstruction of rural infrastructure, including water supply, foot trails, footbridges, schools, public buildings, and potentially other types of infrastructure.
- Analysis of, and interventions to address, constraints to the private sector, including access to finance, supply of labour, materials and transport in the construction sector.
- Mobilizing and managing a Challenge Fund to leave no-one behind (LNOB) in the reconstruction effort.
- Monitoring, evaluation and learning
Reporting to the Programme Manager, the Deputy Programme Manager will be required to:
- Line manage the Operations Manager, Finance Manager, Senior Administrative Officer and District Admin Officers
- Supervise and monitor financial, operational, and human resource functions
- Ensure compliance with DFID, Mott MacDonald and Purnima procedures and policies at Kathmandu and District level, organising training for Purnima’s staff and suppliers on the said procedures as required;
- Develop a plan for and implement strong fiduciary risk management of Purnima’s delivery chain (downstream suppliers including Oxfam, UNWFP and CARE and community based organisations), including regular financial monitoring, due diligence, ethical training and quarterly updates to Purnima’s Fiduciary Risk Management Manual
- Administer contracts to ensure compliance with the contract conditions, payment terms, variations, claims, dispute resolution, and monitoring;
- Support the contracting and deployment of short-term consultants ensuring resources are available to support their missions;
- Liaise with Mott MacDonald MESA and UK support services (HR, Tax, Finance, Admin) as required to ensure smooth running of MML Nepal;
- Operationalise the Mott MacDonald Business Management Systems (BMS) procedures, including health, safety and security as required by Mott MacDonald for the project;
- 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.
Line manage the Operations Manager and District Coordinators 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.
- Ensure robust security and safety procedures are in place and are followed on Purnima to ensure MML’s Duty of Care to all personnel;
- Manage the procurement systems and procedures on the project ensuring compliance with DFID and Mott MacDonald policies;
- 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;
- Line manage the Finance Manager and District Coordinators 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 activities are properly budgeted 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)
- Ensure timely and accurate invoicing to the client.
- Manage administration of Purnima’s HR policies to ensure they are followed by all staff,
- Prepare and issue contracts and ensure all documents are sent to IDS HR
- Facilitate and support the recruitment, training and mentoring of project support staff;
- Support the recruitment of technical and other non-technical personnel;
- Ensure local labour laws are adhered to and liaising with the IDS HR team in Cambridge on employment issues
- 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;
- 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 Uganda and/or the region;
- Knowledge of the Nepali immigration Service as well as previous experience in visa facilitation.
- Degree or equivalent in public administration, accounting, project management or other related area