Project Assistant

POSITION SUMMARY

Nepal’s terai flood plain is hard hit by recurrent climate emergencies and a humanitarian crisis induced by returning economically displaced migrant workers. The new project, titled ‘Building Climate Resilience and Reintegrating Economically Displaced Workers through Climate Smart Agriculture in the Terai Flood Plain, Nepal (2022-2025)’ - hereafter KOICA CSA project - supports widespread adoption of climate smart agriculture to reduce vulnerability and improve food and job security, especially for women, youth, and returned migrant workers. It will do this by a) improving emergency management in the agriculture sector to protect lives and livelihoods; b) strengthening resilient agriculture planning and implementation; c) building and financing climate smart agriculture businesses for job creation and long-term resilient green growth.   

The primary role of the Project Assistant will be smooth and effective administration, procurement, and financial management of the project.  S/he will also be responsible for maintaining and verifying project/output level budget execution and controls in line with GGGI policies and the work programme and budget (WPB); setting up procurement plans, hiring and onboarding plans, contract management in keeping with GGGI policies, standards, and donor requirements.

PURPOSE

The selected candidate will work in close coordination with Senior Project Coordination Officer, Programme Management Officer and Country Office Team to carry out following responsibilities:

• Support the implementation and monitoring of the KOICA CSA project under the leadership of Senior Project Coordination Officer and Programme Management Officer.
• Support finance functions including day-to-day accounting transactions including entry of vouchers/transactions into system and production of required financial reports and statements.
• Ensure all expenses are within the assigned budget and check the completeness of all required supporting documentation for all payment vouchers.
• Support in staffs' recruitment and maintain personal files.
• Provide support for data collection activities related to the project, including data processing, analysis and report writing.
• Assist in drafting training and education materials for government officials and selected agribusinesses
• Assist the project team and experts in organising training activities in the field and participate in such activities
• Provide support in documentation of project stories and insight briefs in close coordination with GGGI communication team.
• Any other duties assigned by Country Representative and Project Lead

ENGAGEMENT

• Advise the team on the procedures, policies, and tools of all operational transactions for project/output delivery
• Identify issues and risks that will affect consistent program and delivery and report to the manager
• Identify issues from across projects and workstreams and advise project staff on remedial measures in order to maintain integrity of delivery
• Communicate program needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements.

DELIVERY

• Detailed budget execution plans and schedules in line with yearly work programs and budget lines
• Procurement plans and requisition procedures in line with yearly work programs and budget lines
• Project hiring plan and manage onboarding procedures based on approved headcount
• Consolidated financial documentation for projects and ensure accuracy of project financial reporting.
• Monitor and report on project and workstream activities to ensure efficiency and consistency with established workplans to support program management
• Support the monitoring of project budget and track expenditures to ensure that program resources are optimally allocated and utilized.
• Oversee the maintenance, repair, and replacement of office equipment and furniture.
• Schedule and manage meetings, conferences, workshops, and special events.
• Make travel arrangements, coordinate conference calls, and handle RSVPs for events.
• Manage office petty cash and DOAC for events; prepare reconciliation reports accordingly.

REQUIREMENTS

QUALIFICATIONS

• Bachelor’s degree or equivalent in Business Management, Administration, finance or related field of study required
• Minimum 2 years of professional work experience relevant to this position.
• Advanced technical knowledge in several of the following areas: Accounting, Communication and knowledge development, Dissemination and documentation of improved agricultural practices.
• Work experience working with an international organization, and/or in an English-speaking work environment will be an important advantage.
• Advanced ability to communicate verbally and in writing in English and Nepali required.
• Work experience in Province 2 preferred.  
• Experience in engaging with multiple stakeholders, including financial institutions, government institutions, NGOs, civil society, others, would be an advantage.

FUNCTIONAL

• Strong understanding of account systems, procurement and management of events and activities
• Experience in working with federal, provincial and local government.  
• Experience in private sector business engagement is an advantage. 
• Demonstrates strong organizational skills, time management, multi-tasking

CORPORATE

• Understand and actively support GGGI's mission, vision, and values
• Promote an organizational culture of trust, transparency, respect, and partnership
• Has strong client orientation
• Process and share information easily and is excellent at problem solving
• Manage emotions and stress positively, builds rapport and resolves conflict easily
• Demonstrate high level of integrity in handling privileged information and in stewardship of public resources
• Value the importance of promoting environmental sustainability within the workplace and green growth within society as a whole
• Able to support the Country Representative in all aspects of procurement, event organization, and GGGI assets management.

WORKING CONDITIONS

• GGGI provides 15% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance. 
• GGGI is committed to providing a work environment that is sufficiently flexible to accommodate diverse life-cycle challenges and assist Staff members to achieve a better balance between work and personal/family commitments, thus ensuring high performance, long-term productivity, and well-being of Staff members.
• For the offered position, basic salary starts from USD 8,798 and it depends on relevant experience required for the position.