Operation Lead - Surkhet Field Office

Duration: Initially one yearwith possibility of extension till 2029

Reports to: Head of System and Operations

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance. PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has become one of the pioneer organizations advancing programmes such as landslide disaster preparedness and anticipatory action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Scope of Work

The Operation Lead (OL) is member of country programme support staff who manages the operations of PIN field offices in a way that the programmes can effectively deliver their objectives. The OL is responsible for the proper procurement process including finance and HR . The OL works closely with the Head of Systems and Operations (HoSO) and/or Country Director (CD) in order to set up an efficient and safe working living environment for all staff members. S/he provides leadership in specific technical areas of competence, such as recruitment and training of field logistics and Finance staff. In order to deliver results, s/he operates within the logistics budget.

 All PIN staff agree to:

• Comply with all relevant PIN policies, Country Program Policies, and guidelines related to their position.
• Show a strong commitment to the inclusion of all groups within Nepal and dedication to PIN Nepal’s Inclusion Guidelines.
• Perform and accurately complete administrative tasks related to their position.
• Strive for quality in all aspects of their work and ensure the highest quality performance of the Country Program.
• Maintain a positive attitude and promote a professional & productive working environment across all staff, departments, and among all of PIN’s partners.
• Adhere to PIN Code of Conduct and key policies including Anticorruption Policy, Child Protection Policy and Safeguarding Policy.

Key Job Responsibilities

The Operation lead supervises all areas of finance and operations of CP field office, namely fleet management, procurement, stock management, base management, cash flow, partner management, contract management of employee and supplier, IT support etc. 

Programme and liaison Support

• In cooperation with programme staff the OL reviews projects to set or adjust operational solutions according to needs;
• Advises on procurement procedures in project’s procurement planning stage;
• Coordinates and supports programme objectives through timely procurement of goods and services;
• Coordinates and supports deliveries and distribution from warehouse;
• Oversees effective transport planning and utilisation of project vehicles.
• Closely coordinate and support project team to engagement on stakeholder’s

Human Resources & Capacity Development

• The OL participates in recruitment of Logistics and finance team of field offices;
• Trains and supervises sound operation field team in adherence to PIN logistics and procurement guidelines;
• Trains and supports programme staff in procurement finance and HR procedures
• Oversees training of drivers.

Procurement

• The OL oversees identification of suitable and reliable suppliers, vendors, providers and contractors of goods and services in support of programme implementation in accordance with PIN procurement guidelines;
• Encourage and support programme staff in proper planning of purchases;
• In cooperation with HoSO and/or CD maintains measures to secure anti-corruption, transparency and cost efficiency perception of field office related procurement;
• Manages procurement and purchases of programme items as well as office/compound items and services;
• Oversees negotiations with local suppliers and contract management;

Compliance

• The OL follows the PIN’s Code of Conduct and the Key PIN Policies and educates his/her team on this matter especially in relation to procurement;
• Assures compliance with donor procurement and finance requirements;
• Assures compliance with PIN administrative, procurement/ financial guidelines;
• Follows, respects and encourages her/his team to use PIN’s administrative management systems ELO, NAVISION and HRIS.

Safety & Security

• The OL knows and adheres to PIN Safety and Security Policy with all associated parts;
• Is responsible for setting up safe working and living environment for all PIN field staff;
• Along with Country Director acts as the Field office focal point for medical or an emergency.

Logistics & Administration

• The OL ensure safe, efficient and cost-effective transport of staff and materials/goods;
• In line with PIN’s Logistics handbook and Process manual; be accountable and functional supply chain logistics and warehousing systems, following PIN stock management guideline;
• Ensure rational vehicle utilization, maintenance, fuel consumption monitoring and controls systems;
• Support program field team to supply delivery to implementation areas/distributions;
• Supervises drivers and ensures relevant training;
• Ensures functioning office and compound/guesthouse management with all related services;
• Ensures proper asset management in accordance with PIN Assets guideline;

Finance (Program Economy, Compliance, Financial Management, Accounting)

• Provide technical support and guidance to the finance & grants officers, to ensure sound implementation of PINs financial systems.
• Ensure standardization of processes/procedures related finance, & subgrants under relevant project;
• Responsible for adherence to finance reporting deadlines.

Accounting:

• Responsible establishing sufficient capacities to guarantee accounting data quality as required by PIN internal rules and legislation (local as well as Czech);
• Follow up and posting of all transactions in timely manner
• Supervise the cooperation between finance & grants officer with Finance manager.

Subgrants & cashflow:

• Implement PIN’s money transfer guidelines to ensure subgrants disbursement security & confidentiality.
• Responsible for subgrants installment planning (frequency and size of the instalment & payment modality)
• Ensure supporting documents related to subgrants disbursement are in line with PIN’s guidelines for money transfers.

 Partnership management:

• Organize and lead regular meetings with partners' finance & project counterparts to discuss their spending, and forecast. Anticipate any discrepancies, suggest & follow up on corrective actions.
• Supervise the timely and correct submissions of all partners financial reports & the availability of supporting documents
• Responsible for guiding partners through audits.

 Any other task assigned by Line manager

Critical competencies

Our Operation Lead should have a strategic, integrity, results-orientation, team-work, strong networking skills and good interpersonal skills, well-developed communication skills, sound judgement, analytical skills, flexibility, proactive approach & engagement, innovation, gender & culturally sensitive, ability to work under pressure, and embraces both change, and complexity.  

 Minimal requirements

• Excellent understanding of Nepali political and bureaucracy context and strong networks within relevant Nepali institutions;
• Strong analytical and representation skills;
• Educated to Bachelor degree level or above preferably in a related field 
• A minimum of 3-years relevant management and representation experience in Operation.
• Strong understanding of humanitarian/development standards and principles; excellent orientation in UN cluster system and in the existing international legal and conceptual frameworks;
• Excellent communication and influencing skills using evidence-based methods;
• Solid knowledge of accountability processes;
• Proven strong interpersonal, negotiation, promotion and diplomacy skills;
• Fluent in both English and Nepali.

Behaviour competencies

• Results orientation;
• Strategic thinking;
• Initiating action and change;
• Team-work, interpersonal skills;
• Communicating with impact and respect;
• Analytical skills, sound judgement;
• Flexible, proactive approach;
• Gender and cultural sensitivity;
• Handling sensitive data.

EMPLOYMENT CONDITIONS AND BENEFITS

• Salaries are according to People in Need Salary Scale. Candidates will be informed about the salaries in the beginning of the recruitment process
• Health insurance for both in-patient and out-patient care with maximum benefit limit of NPR 500,000.00 per year per person (Including dependents)
• Accident insurance for all injuries during work time NPR 3,000,000 per year (For Staff only)
• Compensation leave for working overtime when requested by the Line Manager
• Maternity, Paternity and mourning leave as per the labour law
• Communication or internet allowance on monthly basis (Reimbursable)
• Capacity Building program, both internal and external trainings - Induction training, internal online opportunities, such as access to e-learning platform and live webinars
• International environments with opportunities to learn from other country programs and HQ office in Prague
• Per diem for working outside of the duty town depending on the location. Full reimbursement of accommodation and transportation during business trips (as per the organization’s policy)
• Friendly and fair environment in small collective structure where everyone knows each other
• Work hours are from 9:00 am - 5:00 pm, Monday to Friday with 30 mins break for lunch

How to Apply

Submit an updated CV and Motivation letter before the deadline of January 22, 2025. Please note, that applications will be reviewed on a rolling basis, and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn before the deadline thus early submissions are strongly encouraged. No phone calls will be entertained. PIN promotes equal opportunities. Women, Dalits, Minorities (ethnic, sexual & gender), Janajati, persons with disability are strongly encouraged to apply! People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and is committed to promoting the welfare of children and adults with whom People in Need is involved. People in Need expects all staff to perform job duties and responsibilities following the People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Note- If you need reasonable accommodation (especially for people with disability) to proceed with our recruitment process, please mention so in the cover letter.