1. Job Description – Office Manager - Districts
Page 1 of 2
Job Description – Office Manager-Districts
1. GENERAL JOB DESCRIPTION
Duty Station: District Head Quarters in assigned district
Line Manager: District Team Leader for assigned district
Supervisor For: District based driver (if one is assigned to the district)
Temporary auxiliary staff(if one is assigned to the district)
Liaise with:  District Team Leader for general implementation, client care and team
welfare issues
 Assist DTL in liaise with DDC / DTO / LDO for general district
implementation issues and progress
 CTA Finance team for Financial reporting
Primary
Responsibilities:
a. Responsible for book keeping of all budget and expenditure in the RAP
prescribed format and account codes maintained and adopted by the
programme for RAP3 implementation.
b. Ensure compliance of prevailing income tax act of GoN regarding tax
deduction at source (TDS), and value added tax (VAT).
c. Store supervision and monitoring, regular physical verification of tools,
materials, equipment and other office furniture.
d. Logistics support for the district office.
e. Responsible to the district team leader for reporting on all finance and staff
administration related matters at district technical assistance team level and
to furnish information on budget project and expenditure regularly as
directed by DTL and CTA
Grade Salary Band F, Administration Regional /District
2. MAIN ROLES AND RESPONSIBILITIES
All activities are to be conducted in accordance with the conditions defined in the Employment Contract and the
RAP3 Manual.
i. Maintain book keeping system up-to-date in line with prescribed codes of all RAP expenses using
accounting software with back up
ii. Timely submission of fund forecast and cashbook to CTA finance as per the monthly deadline fixed by
CTA.
iii. Maintain and submit CTA staff monthly timesheets, leave records, overtime etc.
iv. Manage and maintain record of travel and transport of CTA, DTA and visitors as scheduled.
v. Maintain district office filing system; both hard copy as well as soft one.
vi. Maintain staff payroll and record lease agreement, goods, materials and equipment.
vii. Maintain log sheets of vehicles.
viii. Assist DTL in administration and other office management works.
ix. Help DTL in personnel, management and financial administration
x. Responsible to conduct audit of all RAP budget and expenditures of the district in coordination with CTA.
xi. Maintain all correspondence records related to programme implementation.
xii. Prepare logistic support for district level workshop, meeting and training based on approved norms as
needed.
xiii. Assist DTL conducting risk management related works and participate during review meetings

2. Job Description – Office Manager - Districts
Page 2 of 2
xiv. Responsible to document risk management information and minutes of review meetings and disseminate
minutes of meeting decisions as directed by DTL to all district level staffs working under the RAP.
xv. Ensure all payments comply RAP rules and arrangements, Review and check the invoices submitted for
payments, Monitor day to day financialexpenses of district TA and update financial records,Monitor timely
payments of all procurements (services, goods and works) allowable to the district and follow VAT refund
etc, Store management and supervision, Physical verification of goods, materials and equipment of RAP.
xvi. Assist DTL on budget release from RAP to DDC to cover construction costs in compliance with agreed
implementation modality.
xvii. Maintain record of consumables, utilities, telephone and log sheets and office supplies for district TA office
use as directed by DTL.
xviii. Assist the DTL in setting up link with DDC and DTO for annual planning, budgeting and programming.
xix. Help maintain team coordination, cooperation for better deliveries.
xx. Help maintain cordial working relation with DDC, district line agencies and other stakeholders.
xxi. Assist DTL to prepare annual planning, budgeting and programming in GoN formats acceptable to DDC.
xxii. Responsible for monthly resource planning, budget release and report.
xxiii. Assist DTL and EO to prepare annual procurement plans, cost estimates and specifications for materials
and tools, Assist to prepare bid procurement documents, including notices and report DTL.
xxiv. Assist DTL preparing monthly, trimester, annual project completion reports.
xxv. Review account, store and audit reports as and when required by CTA.
xxvi. Assist DTL, CTA and DDC for accomplishment of assignments directed by CTA
xxvii. Any other duties as instructed by your line manager.
3. SKILLS AND EXPERTISE
Office Manager will have a relevant a bachelor degree in commerce or an equivalent bachelor degree, knowledge
of computer operation & accounting software with at least 3 years of experience in administration & financial
management. Further, familiarisation with the procedures and policies of development partner donors and GON,
a well-grounded experience of working on similar projectsat field level in Nepal and familiarise with the procedures
and policies of GON in relation to rural infrastructure and rural development will be an added advantage.
Experience on previous phases of RAP and experience in Western Nepal will be an advantage.
4. PERFORMANCE ASSESSMENT CRITERIA
All RAP3 employment contracts are annual, linked in with the implementation calendar. Renewal of contracts is
linked to satisfactory performance each year. In addition, RAP3 applies a performance bonus pa yment. See the
RAP3 Manual for further details on performance assessment criteria. For Office Manager – Districts, the
performance assessment is linked to the following criteria.
 Compliance with all conditions in their Employment Contract
 Fulfilment of all roles and responsibilities in accordance with the Job Description for this main position and
the assigned additional positions
 Achievement of the annual district Implementation Plan - % completion of physical works and % fund
disbursement / payments targets
 Achievement of key M&E indicators – % district employment days target
 Number of repeat non-conformances in their district.
Prepared by: KS
Revised by: Jagdish Gautam
Date: 12 January 2016