Administrative/Finance Assistant

JOB TITLE: Administrative/Finance Assistant 

REPORTS TO: ASB Country Representative in Nepal

LOCATION: Kathmandu with travel to other project sites

PERIOD: 17 August 2015 – 16 May 2016 (nine months, with possible extension); probation period – one month

DEADLINE: 31 July 2015 (interested candidates should submit their CV and motivation letter to the following e-mail address: nino.gvetadze@asbnepal.org) 

BACKGROUND:

The “Arbeiter-Samariter-Bund Deutschland (ASB)” is a German aid and welfare organization with more than 300 branches at national, regional, district and municipal level all over Germany. More than 1.2 million members provide a broad social basis for our organization and more than 20,000 employees as well as over 17,000 volunteers form part of the ASB ensuring a high level of quality in areas such as rescue services, civil protection and social services. Since its foundation in 1888, the ASB has acted as a politically and denominationally independent association ensuring a high level of continuity and reliability. ASB’s Foreign Aid Department provides both direct emergency relief to people hit by man-made or natural disasters and longer-term rehabilitation measures designed to promote recovery and to rapidly help restore the livelihood of refugees, internally displaced persons and other vulnerable people. ASB currently has a portfolio of more than 100 relief, rehabilitation, development and Disaster Risk Management projects in countries like Niger, Nicaragua, Haiti, Indonesia, Philippines, Serbia, Bosnia, Kosovo and Georgia.

ASB is currently seeking expressions of interest from qualified and committed individuals for the position of the Administrative/Finance Assistant in Nepal.

SUMMARY OF THE JOB PROFILE:

The Admin/Finance Assistant is responsible to provide support to the ASB Country Office in Nepal and its partner implemented earthquake emergency response and rehabilitation programmes. Under the direct supervision of the Country Representative, the Admin/Finance Assistant is responsible to process and properly document all daily Administration, Finance, Human Resource, Logistics and Procurement related activities in an efficient and timely manner.  Furthermore, the Admin/Finance Assistant will review financial reports submitted by ASB’s project partners and provide needs based on-job coaching/capacity building of local partners in the fields of Admin/Finance.

KEY DUTIES AND RESPONSIBILITIES:

• Manage daily payment, documentation and recording of the financial transactions into the ASB financial software “Fundtrac Light (FTL)”; 
• Regularly monitor the financial transactions and recording system of the local partners to ensure compliance with ASB rules and regulations; provide guidance/assistance to the partners if required;
• Handle office cash and maintain petty cash registers, including regular cash counting and monitoring of the cash balance as well as replenishment of petty cash and fund installments from ASB HQ, Germany; 
• Prepare bank and cash reconciliation statements on a monthly basis;
• Maintain accurate file registers of all financial transactions on a monthly basis, including scanning of all financial documents; 
• Check and verify the supporting documents attached to the vouchers;
• Provide assistance in finalization of monthly financial reporting in compliance with FTL, ASB’s rules and regulations and donor financial requirements;
• Provide translation services from Nepalese into English and vice versa in case of field visits or other occasions, as required;
• Manage procurement of any goods and services with any forms of tender in compliance with ASB’s rules and regulations, including ensuring oversight of the quality and quantity of any goods and services procured;
• Check regularly that the local partners comply with the ASB procurement guidelines while purchasing supplies for emergency and rehabilitation programmes; provide support and guidance to the local partners regarding the procurement procedures, if required;
• Responsible for setting up the office, including any equipment and furniture if required;
• Manage the incoming and outgoing ASB correspondence, billing, as well as other required documentation;
• Manage supplies and logistic on stock, purchase, record, and documentation in compliance with ASB’s regulation and standards;
• Manage the vehicle log summary, personal vehicle use and phone billing; 
• Responsible for ASB Human Resource functions such as preparation of monthly payrolls, recruitments (advertisement preparation and publication, processing payments for the advertisement, downloading CVs, scheduling interviews, conducting reference checks, making offer letter, preparing contracts), maintaining and updating staff database, etc.; ensure that best Administration and HR practice is applied evenly, legally compliant and consistently across the country programme. 
• Comply with ASB safety and security guidelines and code of conduct and actively contribute to a safe, secure and healthy working environment for all team members, partners and beneficiaries;
• Perform other duties related to finance and programme support as required. 

KEY OUTPUTS: 

The main outputs and verifiable deliverables of the position are:

• Completed cashbooks (FTL & Hardcopies files) available not later than end of 1st week of following month;
• Completed scanning of vouchers in the respective month;
• Monthly tax report;
• Asset register;
• Supplies and logistic stock register;Monthly vehicle log summary;
• Country Representative and/or project teams are well supported;
• Monthly work log.

JOB QUALIFICATIONS/REQUIREMENTS:

• Diploma degree in management, business administration, accounting, and other related field – essential
• At least 3 years of relevant work experience with previous experience in Finance, Accounting, Administration, Human Resource management and/or Procurement and Logistics – essential;
• Excellent communication skills in English and Nepalese (both verbal and written) – essential;
• Knowledge of the Nepal Tax Law – highly desirable; 
• Experience in logistic and procurement – highly desirable;
• Experience in organizing workshops and meetings – desirable;
• Familiar with travel booking and arrangement – desirable;
• Knowledge of Human Resource functions – highly desirable;
• Fast learner, flexible, able to multi-task and work well under pressure as a team player in a multicultural environment – essential;
• Excellent problem solving skills and ability to work with a minimum of supervision – highly desirable;
• Fully computer literate and proficient in Microsoft office – essential; 
• Experience in working in a recognized international NGO and/or banking sector – an asset;
• Willingness to travel and be flexible in the situation of emergency – highly desirable.

Interested candidates are requested to send their updated CVs along with a PP size photograph and a covering letter by 31st July 2015.