Finance and Admin Associate

Job Title– Finance and Admin Associate

Location– Kathmandu with frequent Field visit in Nepal

Level – Junior level

Job Purpose

To contribute and play an important role forFondazione L'Albero della Vita (FADV) Nepal office and partners in managing and implemention of Administration, procurement, logistics & financial system, policy and procedures.

REPORTING LINES

• Post holder reports to: FADV Regional Finance / Administration Manager based in Kolkata, India and will work under day to day supervision of FADV Program Manager based in Nepal.  Staff reporting to this post: None at the moment

BUDGET RESPOSNIBILITY

• The post holder will have responsibility to provide information and data to FADV Regional Finance/Administration office for effective managment of projects and office in Nepal.

KEY RESPONSIBILITY

Assistance in Admistrative Duties Includes:-

• Under the overall guidance of the FADV Regional Finance/Administration Manager, the successful candidate will be responsible and accountable for office Administration, Procurement, Logistics & Financial activities of FADV Nepal.
• Ensure adequate arrangements to run the office properly and smoothly. Responsible for overall administration and up keeping of the office.
• Responsible for monthly utility usages such as telephones, internet, stationery, etc., ensuring timely payment bills, etc. Maintain records of electricity, telephone (office) and internet usage 
• Contracts with external suppliers such as newspapers, tickets, stationery, hotels, etc.
• Supervise the work of cleaners and cook in regular basis
• Conduct inventory of FADV’s equipment and assets. Arrange necessary repairs as & when needed. 
• Manage cash for administration expenses with proper recording and approval of  FADV Regional Finance/Administration Manager
• Maintain proper filing system, ensuring easy access to all staff. 

Assistance in Procurement and Logistic Management Includes:-

• Ensure appropriate fleet management for vehicles including vehicle rentals utilized by service providers, movements, etc, as well as manage rental of vehicles.
• Maintain and supervise stock register, Asset register in order to ensure that all logistical support can be provided as and when required. Ensure all stocks and equipment held by the office & project is stored safely, correctly and securely depending upon the item classification.
• Support Partner Office Administration to provide the service through a multiple accountability mechanisms.
• Manage the procurement activities including international procurement of a broad range of commodities and services.
• Manage and monitor all transactional procurement including cash transaction, tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation, and risk assessment.
• Implement strategic procurement including vendor selection and evaluation, quality management, performance measurement. Ensure timely preparation of procurement plans for the office and monitor partner procurement process & implementation.
• Prepare and conduct Request for Quotations (RFQs), Purchase Requisition (PR) and Bid Analysis Statement (BASs), receipt of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with FADV guidelines & policies.
• Provide monthly reports and prepare monthly, quarterly and annual procurement-plans and progress reports as required. Maintain and update all procurement files and transaction tracking matrix.
• Assist in planning, developing and managing all procurement and contractual aspects of projects related to procurement of diverse services and communities (works, goods, services etc.).
• Manage logistics procurement transactions filing system.
• Perform such other duties as may be assigned as and when required in regard to procurement & logistics. 

Assistance in Financial Duties Includes 

• Assist the FADV Regional Finance/Administration Manager in compilation of monthly office accountability and preparation of fund requisition for FADV Nepal office.
• Responsible for making payments in cash & bank to all vendors, suppliers & Consultants
• To handle Tax clearances (Salary/Rent etc,) and other necessary compliances with Government & other departments
• To keep track of all financial records both in relation to petty cash and other regular expenses by weekly reconciliation according to the FADV guideline and as per instruction of FADV Regional Finance/Administration Manager
• Responsible for out office job relating to administration and finance. Needs to visit field site for monitoring and assistance as and when required.
• Ensure the timely submission of financial documents as per FADV Guidelines

SKILLS, COMPETENCIES & EXPERIENCE:

• Post graduate from a reputed University in Finance / Accountancy.
• Having a basic knowledge about Computer Operating Systems
• Having competent planning and organizing skills.
• Being able to work with a team and being able to work under pressure & maintain deadlines.
• Ability to work/deliver independently will be treated as added skill. 
• Having good spoken and written communication in english.
• Willingness to travel for field monitoring work in regular basis
• Good analytical and computation skeels
• Minimum two years of experience in similar working field.

The salary is negotiable depending on the candidate’s educational background, skills and experience. The interested candidates may apply with their resume and a cover letter to log.fadv@gmail.com with a subject heading “Finance and Admin Associate - Nepal” by 14 July 2017.