Program Coordinator (Sr Engineer) / Admin and Finance Manager

Vacancy Announcement

(Date of Publication: 17th September 2023) 

SOSEC Nepal is working giving high priority and sensitivity to the rights of women, children, and youth empowerment. It works with various development partner organizations to obtain the rights of women, children, the Raute community, marginalized people and communities which are highly impacted by discrimination and inequality in Dailekh, Kalikot, and Surkhet districts of Karnali province, and Achham district of Sudurpaschim province of Nepal, using the integrated development approach. The organization is also adopting a zero-tolerance policy on violence against women, children and corruption.

SOSEC Nepal is implementing Integrated Water Resource Management Program in partnership with Helvetas Nepal and in coordination with Dullu Municipality, Chamunda Bindrasaini Municipality, Mahabhu, Dungeswor & Gurans Rural Municipality of Dailekh District.

SOSEC Nepal is looking qualified, dynamic, competent, and self-motivated Nepali citizens for the implementation of IWRMP and Internal SOSEC Nepal in following different positions:

A. Advertised No: 002-01-080/81 

Designation: Program Coordinator (Sr Engineer)

Number of Position: One (1)

1. JOB SUMMARY:

The Project Coordinator will formulate and implement the plans and other activities carried out in the working areas through local partner organizations. He/ She will be responsible for the implementation, monitoring and reporting of plans and activities in coordination with community members and Palikas, water supply offices, schools, water users committees and other stakeholders at the local level.

He/ She will prepare the detailed estimated cost of water and sanitation plans, facilitate the cost estimate approval process and provide the necessary technical support to the field coordinator, sub-engineer and technical facilitator involved in the implementation and pre-post activities.

Likewise, the role also includes regular guidance, mobilization and supervision of all the staffs working in the program taking the leadership of the staffs working in the partner organizations for the implementation of the project.  The Project Coordinator will be supervised by the Executive Director and the Project Coordinator will supervise the Field Coordinators and Sub Engineers.

The detailed job description and the minimum qualifications specified for the Project Coordinator will be as per Annex 3 of the Staff Selection and Recruitment Guidelines 2023. The Project Coordinator will be charged 100% from the IWRMP Project.

2. SCOPE OF ROLE: 

Reporting to: Executive Director

Staff reporting to this post: Field Coordinator (Technical & Social), Sub Engineer PPIA 

Staff reporting indirectly to this post: Social & Technical Facilitators, Assistant  Sub Engineer 

Budget Responsibilities: As per the Project Agreement

3. ROLE DIMENSIONS:

External:

Representation and lead in relevant donor agencies, government offices and partners at Province, Districts and field levels for cross-learning, collaboration and sharing of project best practices and learning including technical and managerial oversight of the specific and integrated programs and implementation. The position will require to represent at the Local and District Level as appropriate. He/she is responsible for assisting and taking the lead as well in the program of Start Fund to assist vulnerable people affected from disaster.

Internal:

Coordination and consultations with other sections and project team within the organization for effective program design, planning, thematic integration, cross learning and execution required.

As a Project Coordinator, s/he shares the responsibility for the direction, recommendation and coordination of the Project Plan and report with that of the donor strategies and ensures its’ efficient execution. He/she provides time and dedication for organizational development and strengthening. 

The Project Coordinator should plan, implement, monitor and report management of plans and other activities carried out in the area of local partner organizations. Also, he/she will coordinate with communities and Palikas, water supply offices, schools, water consumer committees and other stakeholders at the local level. He/ She will be responsible for the planning, implementation, monitoring and reporting of the activities. The Project Coordinator will also be responsible for regularly guiding, mobilizing and supervising the staffs. Detailed job description is mentioned below.

4. KEY RESPONSIBILITIES AND TASKS:

4.1 Strategy and Programme Development

• Participate in the team discussions for the development of SOSEC’s strategy for the wider region
• Share within the team the lessons and knowledge of thematic approaches, particularly experience with project modality, approach and interventions.
• With the support of Executive Director and in coordination of municipal's WASH Officer, He/She will be responsible in orienting about the annual program action plan and according to this, mobilize the staffs in different plans and areas with work division.
• Formulate plans and activities, coordinate for feasibility studies and detailed planning surveys
• He/She will prepare the detailed design cost of drinking water and sanitation plans and facilitate the cost estimate approval process and provide necessary technical support to the field coordinators, sub-engineers and technical facilitators involved in the implementation and pre-post activities.
• Facilitate the support for field coordinators, sub-engineers and technical community mobilizers to conduct various training activities of the plan preparation, implementation and post-construction stages.
• Assist the Executive Director in conducting regular staff meetings for the implementation of various activities
• Provide necessary assistance to the Drinking Water Users Group to register drinking water plans in the authorized regulatory bodies and ensure registration by the time of completion of the plan.
• To develop the capacity of local consumer committees, organizations and communities at Palika and scheme level, prepare various orientations, trainings and seminars plans and for the training assist and coordinate the team as per the requirement.
• He/She will be responsible for home visits, group discussions and regular monitoring to ensure the indicators of hygiene and cleanliness in the community are efficiently achieved. He/ She is also responsible to make the community to adopt the self-monitoring and evaluation method.
• Ensures the meaningful participation of gender, social inclusion and marginalized groups and women in the community in a decisive role in the implementation of various stages and steps adopted during the implementation of the plan.
• Facilitate public hearings, reviews and trials and ensure the practice of collective accountability, transparency and good governance.
• Coordinate and participate in municipal and rural municipality coordination committee meetings.
• Regularly review work progress and regularly participate in monitoring of plans and programs.
• In the case of payment to the user committee, the Project Coordinator will check the measurements evaluated by the field coordinator or technical facilitator and proceed with the work for the payment process.
• Assist the executive director in submitting the quarterly progress report (e-copy) and annual progress report in the form of a booklet (hard copy) of the activities carried out in the integrated water resource management program within the stipulated time frame.
• Develop and implement systems for effective documentation of program activities and ensure that all program-related documents are maintained properly and are easily accessible to relevant staff members.
• Manage relationships with donors and partners and ensure that all funding requirements are met, including reporting, budgeting, and compliance with donor regulations.
• Support for WASH facilities construction in selected schools and in communities (As per technical cost estimate) and demonstration and practical sessions/classes on WASH in school.
• Oversee and facilitate the process and implementation of the Start Fund-related activities.
• Coordinate with relevant stakeholders, including government officials, partners, and community members, to ensure that program activities are well-coordinated and that the organization's interests are represented.
• Monitor program expenses and ensure that they are within the approved budget and that all financial transactions are properly documented.
• Work as a member of Humanitarian Response Team if required in Emergency preparedness and response for vulnerable children and women.
• Provide assistance as well as lead to response to vulnerable people affected from disaster through various means.
• Carry out other assigned activities as per the program requirements.

4.2 Organization Development

• Support in facilitating and preparing draft guidelines, policies, and programs as per the need in coordination with Palikas, the district and provincial government and stakeholders.
• Ensures programmatic and financial accountability including tracking of program progress and budget expense in the use of funds and achievement of all related projects in alignment with the Annual Plan and phased budget.
• Ensures that programs meet Minimum Operating Standards of key programmatic interventions including Gender and Social Inclusion principles. 
• Identifies best practices, problems and issues around program implementation and works toward finding solutions for improvements, documenting, and disseminating in consultation with relevant departments and themes.
• Engages with government line agencies and profile programs for influencing future scale-up, including advocacy for children, and protection of community-related policy and procedures at the local level/provincial level.
• Contribute towards developing and implementing new ideas/innovations and the documentation of processes and results, based on learning.
• Develop a sharing and learning culture within the organization for promoting best practices from related programs to other programs.
• Conduct at least 2 research within a year and prepare a report for the management team on how projects have contributed to WASH and DRR through its projects.
• In close consultation with Technical Managers, take initiative in generating information that is required to add value in ongoing programmes or for the programs visualized for future.
• Ensure proper documentation of the project including learning, lessons learned, best practices, case studies. In this context coordinate with Media and Communication, Program Planning and Documentation unit to develop the documentation plan and dissemination at various levels.
• Ensure zero tolerance policy of the organization within the project.

4.3 Communications and Advocacy

• Help to develop appropriate advocacy strategies - in cooperation with national, district and local level institutions and the team.
• Work as a member of Start Fund Network and communicate and coordinate with team members to finalize the assignments and program related to Network.
• Monitor and analyse the official and non-governmental debates on issues relevant to the project.
• Represent Project in workshops; training and interactions.

4.4 Fund Raising

• Support team for the development of new bids. 
• Work with the Deputy Executive Director, Technical Director, Program Manager and other staff to develop and coordinate for specific project funding proposals and bids to institutional donors, trusts and foundations. 
• Build a positive relationship between SOSEC and its financial supporters to maintain and grow their support. 
• Seek opportunities of fundraising and assist the fundraising team in preparing proposals, EOI and concept notes.
• Report monthly on fundraising activities to the Program Manager. 
• Conduct research within the project implemented by the organization to show how those projects have contributed to WASH, Social Justice, Protection and nutrition.

5. PERSONAL SPECIFICATION

• For the post of project coordinator, must have a Bachelor's Degree in Civil Engineering with 3 Year Experience at least 1 year of experience in the water and sanitation sector.
• The Project Coordinator must have experience, knowledge and skills in program management at the local level, be able to prepare all necessary reports on behalf of partner organizations in Nepali and English, have writing and presentation skills and be able to coordinate with local government and stakeholders.
• He/ She must have skills and knowledge in Word, Excel, PowerPoint, data analysis and HR management.
• Knowledge and skills in preparing survey, design and cost estimate of drinking water and sanitation schemes will be given priority.
• Other desirable skills include stress management, time management, learning attitude, results-oriented and interest in working in geographically remote areas.
• He/She must be able to demonstrate honesty and transparency and must have awareness of GESI
• Excellent communication and interpersonal skills.
• Knowledge in fundraising and donor relations.
• Knowledge of project management tools and techniques.
• Fluency in English (written and spoken) is required

6. Program Coordinator's TOP SKILLS & PROFICIENCIES

• Developing and Tracking Budgets
• Staff guidance Mobilization and supervision
• Project Management
• Process Improvement
• Planning
• Performance Management
• Verbal Communication
• Sound knowledge of policies

B. Designation: Admin and Finance Manager 

Number of Position: One (1)

Advertised No: 002-02-080.81

SPECIFIC ROLES AND RESPONSIBILITIES OF Finance Manager 

• Ensure the financial management system is in accordance with organization policy, Donor’s guidelines, sub-award terms and condition & International & National Accounting Standards
• Reviewing bill/ invoice and claims received from logistic units and staff and check supporting documents, generate payment voucher, cheque writing and handover to concern party for timely manner.
• Prepare vouchers; ensure proper budget coding and generating payment vouchers and submitting for approval.
• Responsible for preparation and managing monthly financial report & fund transfer request with close coordination with project focal person to run office (operation & program) and timely submission. 
• Responsible for overall staffs pay roll system, tax calculation and tax report to IRD office
• Prepare Monthly Bank reconciliation & Send TDS deposit in timely manner.
• Maintain petty cash, prepare cash vouchers, replenish according to established petty cash level.
• Maintain safe and proper filling of voucher, monthly financial report, bank reconciliation statement, and data backup (both e-copy & hardcopy) for auditing and further archiving requirement
• Handle FAMAS account-based computer software for monthly financial reporting. 
• Follow and ensure SCI Partner NGOs logistics guideline for good and service procurement related payment
• To monitor field level financial activities of assigned Project.
• To coordinate with bank and manage all banking transactions and to collect all bank statements, cross check with cash book/bank book including maintaining and safeguarding cheque books and keep proper records in register.
• Ensure the entire utility facilities run/in place smoothly including the functions of generators, computers, photocopy, fax, vehicle, motorbikes and telephone.
• Ensure and follow-up checklists of office license, renewal all vehicle blue book, renewal for house rent.
• Support logistics management for program department on special events e.g. seminars, workshops, retreat.
• Supervise the maintenance of field office and office space (library, meeting hall, public area, store room etc.)
• Work closely with Logistics/procurement & admin team to support the procedure & documentation 
• Support program (staff/partners) in project planning, phased budget & DIP preparation process, budget forecast and its revision
• Timely follow up and payments of vendor’s invoice and settlement of advance, liabilities and receivables etc. and reconcile periodically. 
• Manage different audit process and facilitate to comply recommendation from the voucher verification, different audit and kindly facilitate management response in timely manner with close coordination with thematic heads, program director, logistics and board
• Field visit for financial monitoring process; Visit and Interact with community site (at least 5% working hour), carry out document verification and coaching, prepare the field visit document verification/ monitoring report and share the report/ recommendation to relevant authorities including board and program management. 
• Comply with all Zero tolerance policy and procedures with respect to child safeguarding, fraud and dishonesty and harassment.
• Ensure procurement process in the office and project sites; e.g., booking tickets, hotels, purchasing, office monthly bills when needs arise
• Support to Logistic and Procurement Officer to develop Annual Procurement and Supply Management (PSM) Plan and Consolidate and analysis of procurement plan and finalize the frameworks agreement as per requirement of different categories.
• Assist in developing and implementing of finance/human resource/admin policies and guidelines.
• Work together with Project Director, Project Coordinators and respective Executive Body in budget management and its implementation

ACADEMIC QUALIFICATION AND EXPERIENCE:  

• Bachelor's degree in management or related discipline. 
• At least 3 years working of experience Master Degree & 10 years working of experience Bachelor's degree (2 years for GSI Group*) in the capacity of administrative and financial management system, working in the community closely with the local government, schools and children
• Good understanding of working with development partners, government and multi-cultural environment with the local context and sensitivities. 
• Fluency in written and spoken English essential with excellent computer skills
• Knowledge of FAMAS and TAX 
• Analytical skills
• Good communication skills, written and oral.

INFORMATION ABOUT EXAM:

• Types of Exam: Written and Interview 
• Publication of Shortlist: 24th September, 2023
• Date of Exam: Conformed after Shortlist for Shortlisted Candidates only. 
• Service & Facilities: As per Organization's rules and regulation

Interested candidates are requested to submit their cover letter along with provided CV format at https://sosec.org.np/np/?p=3471 photocopies of citizenship and qualification by 23rd September 2023 in hrc@sosec.org.np Only short-listed candidates will be contacted for further selection process. Any kind of external influence will automatically disqualify the candidate. All rights related with recruitment process will be held by recruitment committee.

Telephone enquiries will not be entertained.

Women, Dalit, Sexual and Gender minorities, and people from marginalized community are encouraged to apply. The candiates must be sensitive on safeguarding issues.

For more details

SOSEC Nepal

Phone no: 089-410096/410187

Fax no: 089-410093

Visit website: www.sosec.org.np

Coordinator

Recruitment Committee

SOSEC  Nepal