We are seeking an Office and Project Manager to join our dynamic, international team on a consultant contract based in our South Asia office in Kathmandu, Nepal. Your project portfolio will include administrative management of the South Asia office, as well as managing a range of projects seeking to make a meaningful impact in the region and climate space.
Under the direct supervision of the Office Director and Deputy Director, the Office and Project Manager is responsible for the entire lifecycle of their assigned projects - from project development, design, operation to project closure.
The Office and Project Manager is responsible for supporting the development of funding proposals for funding entities, contributing to basic research and tools development, and supporting budget creation with up-to-date information on actual costs. You will need to work closely with the fundraising specialists and with content specialists in various globally distributed teams for the development of projects.
The Office and Project Manager is also responsible for the day-to-day management and operations of the South Asia office and projects. Office management responsibilities primarily include office operation and management, stakeholder engagement management, proposal and budget development, bid submission, record keeping, meeting organization and facilitation, document development and project communications. Project management responsibilities primarily include ensuring that the project outputs are delivered within the specified project tolerances of time, cost, quality, scope and risk for the entire lifecycle of the project.
The Office and Project Manager is responsible for managing the contract with the funder and having a thorough understanding of the terms, conditions, and the respective roles and responsibilities of the partners/stakeholders, to ensure the project outputs are capable of carrying the project to successful completion and in some cases, developing follow on projects.
Specific Tasks
Office Management, Project Development, Project Delivery and Performance
Office Management, Project Development, Project Delivery and Performance
- In close collaboration with the Office Director, Deputy Director, Team Leads and project content leads, support project development in the form of bid submissions, proposal development and budget development along with all other supporting project documentation.
- Identify, and anticipate in a timely manner, potential risks and issues and advise mitigating measures to the Office Director and Deputy Director, Team Leads and Management Team so that maximum benefit to partner and other stakeholders is achieved.
- Support facilitation and coordination of meetings with partners and stakeholders, including organisation of consultations and webinars as needed, the development of agendas, relevant materials, and documentation and dissemination of information.
- Coordinate and organize regular meetings of the South Asia Office.
- Support the clearance process and contracting for new projects.
- Develop, complete and update implementation plans for each of the Project - including the management of deliverable and milestone trackers, personnel planning and resource management.
Procedure
- Comply with all organisational policies and ensure team members are following the established processes and that projects are able to withstand external and internal audits.
- Following all established Procurement protocols for purchasing goods and services for the projects.
- Ensure up to date maintenance of the project files for the entire life cycle of the project.
- Ensure the development and implementation of project financial management guidelines and control mechanisms, in conformity with Climate Analytics rules and regulations as well as funder regulations.
- Manage budgets, cash flow and obligations to ensure that deliverables are met and payments to contractors and personnel are made on time.
- Manage expenditures against the budget (based on accurate financial reports) in collaboration with the project finance officer.
- For project closure purposes, provide a formal handover of the project to the closure manager/ Be the closure manager.
- Support project audit activities, including planning, preparation and coordination during the audits and follow up on audit observations/recommendations.
Monitoring, reporting and communications
- Prepare progress reports as required by the organisation’s standard procedures, including routine oversight and analysis of project performance, shared via regular written updates to the Office Director and Deputy Director.
- Maintain record of office management and project communications, including preparation of Minutes of Meetings, and other supporting documents.
- Ensure professional, timely and efficient communications, both internally and externally. Network and maintain good relationships with stakeholders, including maintaining internal systems capturing key stakeholder data to ensure that supervisors and relevant colleagues are informed of relationship management matters.
- Prepare and issue regular project and/or financial reports in accordance with Partner contracts and Climate Analytics Internal requirements for reporting.
- Regularly review project status, evaluating performance criteria (scope, cost, schedule and quality).
- Maintain a recording of work plan implementation (e.g. to do list) and follow up with project teams in a timely manner, so that individual and team tasks are completed in accordance with deadlines.
- Ensure all project team members track and regularly update milestones and targets for the duration of projects' life span.