Administration and Human Resource Manager

Swiss Agency for Development and Cooperation (SDC) is providing Technical Assistance (TA) to the Government of Nepal (GoN) for the implementation of the Motorable Local Roads Bridge Programme, Phase-IV in all 7 provinces.

CIAS-MEH JV, on behalf of SDC, provides TA through the Local Roads Bridge Support Unit (LRBSU), invites applications from interested and qualified Nepali nationals (preferably female) for the following position:

Administration and Human Resource Manager

Education and Experience

The Administrative and HR Manager should have a Master’s Degree in general administration or human resource management. S/he should have at least 7 year’s of professional experience in a similar position, with at least 3 years in an international organization. S/he shall have very good command over written and spoken English and Nepali.

Terms of Reference

Under the broad guidance and supervision of Team Leader and Deputy Team Leader, following are the detailed (but not limited to) the outlines of the job description and TOR for the AHR Manager.

• Carry out office management and day-to-day administration, responsible directly for administrative officer, administrative assistants, drivers, gardener and cleaners.
• Ensure that staff is aware of all of the project’s administrative systems and procedures.
• Coordinate with Procurement and Transport Manager and Storekeeper cum Transport Supervisor for management of drivers and vehicle movements in an efficient manner.
• Certifying driver’s overtime and allowance claims.
• Overall responsible for procurement of staff, services, items and goods.
• Preparation of consultants/contractor’s agreements and contracts, in accordance with the rules and regulations, and in close association with the Finance Manager regarding budgetary provision.
• Management of insurance for project staff and any district staff, liaison with insurance companies to process claims.
• Overall responsibility of project office premises management.
• Management of logistics for seminars, workshops, and any other events.
• Supervise administrative officer, administrative assistants with regard to office filing.
• Monitoring of staff leave and days in lieu, in accordance with the Operational Manual and maintaining up to date leave records of all staff.
• Establishing and monitoring of staff hours in accordance with agreed flexi-time, i.e. 8.30am to 5.00pm or 9.00am to 5.30pm and ½ hour for lunch.
• Prepare for recruitments for the programme
• Keep updated personnel contracts, dependent lists and record database of all programme staff.
• Issue personnel contract, probation, transfer, contract extension and, medical letters.
• Responsible for maintaining database for new CVs, carrying out initial screening, organising interviews, written examinations, tabulation of marks obtained, preparing protocols, getting concurrence from SDC and announcement of results.
• Responsible to updating the project Operational Manual annually.
• Permanent member of project Anti Harassment Committee; following duties and responsibilities as mentioned in the Operational Manual.
• Ensure that store inventory is checked and updated quarterly/annually.
• Provide advice to Store Keeper cum Transport Supervisor for inventory management.
• Liaison with SDC on security issues, passing on security information to all staff immediately (via memos, meetings, email, SMS and the security notice board) and reporting back to SDC details of incidents that occur regarding project’s implementation.
• Informing the Team Leader on various matters that may affect the security of the project’s staff, offices and equipment, in Kathmandu and in the districts.
• Be available for contact 24hrs per day as a security focal person.
• Ensure that all staff are kept up to date on security policy and practice and recommend staff for security training at SDC or other training institutions as necessary.
• Support in conducting staff composition survey, collect data, analyze, and make recommendations to the project management.
• Support in conducting qualitative survey on organizational culture, cultural change, transformation of individual attitudes and behavior to strengthen project’s knowledge and understanding.
• Support in developing relevant policies and procedures like policy on Anti-harassment (mobbing; grievance management etc.) and ensure that policy is practices in the projects.
• Support in developing procedure on inclusive selection process, staff retention plan and performance evaluation process.
• Support in planning and implementing effective and inclusive human resource development initiatives for staff capacity building.
• Support in taking appropriate measures to achieve proportionate WFD in the project
• Support team leaders in planning and implementation of WFD related sharing, coaching and training to the central and district level staff as per organizational need.
• Participate in WFD related meeting and share the organizational position related to WFD as per need and share the new development with the programme team.
• Support programme district teams to develop, implement and monitoring WFD policy for/ by the partners/ local service providers in their respective programme/ institutions.
• Coordination with the field offices, managing rent and payments for such offices in association with the Finance Department.
• If necessary make field visits to all programme field offices to check on the administration and management of field offices and any project related administrative and HR matters.
• Support TLs in liaison with GoN, participating districts and any other programmes / projects and agencies with which the project has a working relationship or interest.
• Maintain a file of relevant newspaper articles relating to projects’ activities.
• Carry out any other tasks that may be assigned from time to time by the Team Leader.
• As this is the last year of the Programme implementation, the AHRM shall be responsible of the following special tasks also;
• Management of the Human Resources, transfer and deputations, as per the varying requirements of different provinces.
• Management of the assets disposal and handover.
• Management of the archiving of the documents at the end of the Programme.

  Interested candidates are requested to apply and send their covering letter with recent CV (2 current references) in this website.

The closing date for applications is 4th October 2024. Only short-listed candidates will be invited for the selection process and further assessments. No telephone calls, written or personal enquiries will be entertained in this regard.

CIAS-MEH JV promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (women and candidates from Dalit, Janajati, Madhesi/Terai, and other minority community).

Source: Kantipur Dainik,, 19 September, 2024