Terms of reference for Project Manager and Senior Admin and HR Officer, Youth Employment Project, Nepal

Transcription

1 Terms of reference for Project Manager and Senior Admin and HR Officer, Youth Employment Project, Nepal Swisscontact promotes economic, social and ecological development by supporting people to successfully integrate into the local commercial life. Swisscontact creates opportunities for people to improve their living conditions as a result of their own efforts. The focus of its systemic intervention in the private sector is the strengthening of local and global value chains. Through its projects, Swisscontact works to enable access to professional training, promotes local entrepreneurship, creates access to local financial service providers and supports the efficient use of resources with the goal of successfully promoting employment and income generation. Swisscontact is active in 32 countries and has over 900 employees. The organisation is based in Zurich. Youth Employment Project (YEP)-Nepal is a project implemented by Swisscontact since The project promotes the integration of youth into the job market through improved and market oriented skills development training and the integration of youth groups in social and economic processes through policy dialogue and capacity building of relevant stakeholders at both national and local levels. YEP aims to contribute to employment and empowerment of youths by facilitating better access to decent work and policy dialogue for Nepali youth. The project s strategy is based on capacity building of relevant stakeholders and services delivered through them at national and district levels. The project s working districts are Sarlahi, Mahottari, Sunsari and Morang districts of Nepal. Swisscontact Nepal is inviting qualified individuals for Youth Employment Project in the following positions. Project Manager Term and Location: Swisscontact, Sanepa Marg, Kupondole, Lalitpur Starting from February 1, 2015 for one year, subject to extension. Key responsibility Responsible for professional state-of-the-art, results-driven project implementation in accordance with the approved plan and budget, the vision, mission and regulations of Swisscontact achieving utmost client satisfaction Main tasks Overall lead project to accomplish the clients contract Ensure adequate project management (planning-implementation-monitoring-evaluation- controlling) Lead and manage project staff Ensure complete and timely project documentation at all times Identify Swisscontact s partner organisations and negotiating partnership agreements or Memoranda of Understanding Advise and support partner organisations in their organisational development, capacity building and the development of new products

2 Timely narrative and financial reporting according to the Swisscontact's regulations and project contracts of other sponsors. Prepare annual business plans and budgets for the project Prepare reports related to the project as per the requirements of the client and Swisscontact Oversee financial and administrative management of the project Approve procurement of goods and services related to the project Approve all expenses related to the project Represent Swisscontact as required Liaise with the clients, as required Additional tasks Innovative development of the program by the development of new products that can be replicated within the region Contribution to knowledge management Support new project acquisition tasks Knowledge, Skills and Experience At least 5 years of experience in a Senior Management position in a development project either as a Team Leader or the Head of a Department (or a Component) in a large development project. Preference will be given to candidates with experience in skills development, entrepreneurship promotion and private sector promotion projects. Master in Business Administration or equivalent Excellent analytical and management skills and a team player Demonstrated administrative, financial and personal management capacities Excellent written and oral communication skills in English and Nepali Working Conditions and Environment: This will be according to the Project Manual. Time: 100% (8 hours a day and 5 days a week) Place: Duty station will be Kathmandu with occasional visits to the field

3 Senior Admin and HR Officer, Youth Employment Project, Nepal Reports to: Project Manager, YEP Purpose of the Job The incumbent of the position, under the supervision of Project Manager will ensure smooth functioning of all administrative and HR related tasks. Overall Responsibility Ensure smooth functioning of YEP by planning, directing and coordinating Administration, Human Resource Management and Communication functions in accordance with Swisscontact s rules and regulations including donor s requirements. Specific Responsibilities Human Resource Management Ensure HR processes are conducted in accordance with Swisscontact Nepal Employee Manual and are upto-date Ensure drafting and yearly updating of job descriptions of YEP staff including projects Ensure yearly assessments are conducted timely and filed in to employee s personal file Ensure proper recruitment process, timely renewal of contract and termination of staff Ensure proper induction of new staff Ensure compliance with Employee Manual and Swisscontact s Code of Conduct by all staff Ensure proper record keeping of personal files of all employees Administrative Management Ensure contracts/ agreements with different stakeholders are done in accordance with Swisscontact s rules and regulations Arrange official invitation letters for incoming guests and visitors as well as for staff members going for international visits Ensure proper record keeping of all administrative documents Ensure IT and phone services to all employees of Swisscontact Nepal and ensure proper maintenance of IT equipment Ensure proper repair and maintenance of office building and all equipment of Swisscontact Nepal Ensure vehicle management and maintenance Ensure safety and security of office premises and advise staff on risks during political unrests Ensure and manage the travels and accommodation of field visits, national and international workshops and seminars

4 Ensure and manage the travel of expatriate staff during home leave Liaise with Government Ministries and Social Welfare Council for obtaining project approval and fund clearance Liaise with Special Branch of Police, Department of Immigration & Passports as and when required for obtaining security clearance and visa for expatriate staff working at Swisscontact Nepal Procurement and Inventory Management Ensure proper procurement procedures following Swisscontact Nepal Employee Manual Ensure proper inventory management and record keeping of all fixed assets Ensure procurement and inventory management also complies with donor s requirements Other tasks Conduct any other task assigned by the Project Manager broadly in line with the job profile of a Senior Admin and HR Officer Knowledge, Skills and Experience The individual must possess these skills and abilities, and demonstrate that he/she can perform the essential functions, with or without reasonable accommodation, using some combination of skills and abilities. Male or female professional with strong knowledge and background in admin, human resources operations and communications. Master in Business Administration or equivalent with concentration in HR will be preferable At least 5 years work experience in admin and HR field in the development cooperation field with donor agencies, international and national NGOs, experience with SDC projects is an added value. Having knowledge of communication is an added value. Excellent analytical, management skills and a team player. Demonstrated administrative, financial, and personnel management capacities, communications. Proven skills to work with the Word and Excel Excellent written and oral communication skills in English and Nepali. Working Conditions and Environment: This will be according to the Project Manual. Time: 100% (8 hours a day and 5 days a week) Place: Duty station Kathmandu with occasional visits to the field office. To Apply: current resume with cover letter and two reference letters to: np.info@swisscontact.org on or before 31 December 2015 Only short-listed candidates will be called for interviews. Female candidates and candidates from disadvantaged groups are encouraged to apply.

5 For more information please contact: Swisscontact Swiss Foundation for Technical Cooperation Bakhundole, Lalitpur-3, Nepal P.O. Box: Tel: , ; Fax: