Admin and Finance Officer

Vacancy Announcement

(First Time Published Notice) 

Date: 7th May, 2024

Bheri Environmental Excellence Group (BEE Group) is an autonomous, independent, non-partisan, nonprofit, independent, non-governmental organization (NGO). It was established in 2000 AD, registered in the District Administration Office, Banke, and affiliated with the Social Welfare Council, Nepal. It is serving in the Lumbini, Karnali, and Sudurpaschim Province of Nepal for the protection and promotion of human rights, environmental conservation, climate change adaptation, disaster risk reduction, building access to quality education, health and WASH services, sustainable livelihoods, and community development. Since it is working on the rights-based approach to issues such as social justice, peace, human rights, environment and biodiversity conservation, sustainable livelihoods, and community development, it works to attain peace, development, and justice through peoples’ meaningful participation and a bottom-up approach to establishing an equitable, healthy, and self-reliant society by building a trustworthy reputation.

BEE-Group is implementing the “Preventing Child, Early and Forced Marriage project” in Gulariya Municipality, Bansgadhi Municipality, Rajapur Municipality and Badhaiyatal Rural-Municipality of Bardiya district in partnership with Plan International Nepal. The project aims to support Palika and Wards in strengthening the child protection mechanism for preventing child, early, and forced marriages. BEE Group is seeking qualified experienced, self-motivated staff members for the above-mentioned project.

1. Position: Admin and Finance Officer– 1 

Duty Station: The position is based at the field office in Gulariya, Bardiya with frequent field travel in project areas.

Job Summary:

The Finance Officer will be responsible for providing support in finance, administration, and logistics management for the project, and ensuring that financial records are maintained properly; including processing journal vouchers, reconciling accounts, and preparing reports. Ensure all required compliances, which include budget details forecast, payment and disbursements; procurement review; monitoring, and reporting.

The Admin and Finance Officer plays a vital role in specific project strategies and activities to achieve the objectives stated in the project document inconsistent with the strategic direction of BEE-Group thereby making a major contribution to the development and articulation of the organization’s objectives.

Key Tasks and Responsibility:

A. Manage Accounting System

• Prepare the accounts payable of travel and business advance on time with approval of supervisors on time.  
• Accounts payable for payments to suppliers and vendors with ensuring all the supporting documents on time.  
• Ensure the tax calculation and deduction on the source of payment as per Income tax act of Nepal. Preparation of Tax, cheque, and deposition on time. 
• Management of office Petty Cash disbursement regularly with proper cash balance as the organizational policy. 
• Prepare cash disbursement voucher as per Financial Management Policy and enter valid account code, cost center, donor combination, and project number on all vouchers according to the chart of account.

B. Record keeping and reporting 

• Ensure all vouchers are developed with reference to finance policy and procedure. 
• Real-time data entry and provide required information to the concerned.
• Record-keeping database on software as prescribed by the donor agency.
• Preparation of trial-balance and bank reconciliation and develop the financial report as prescribed format and submit to the concerned as timely manner.

C. Ensure sound internal control systems and excellent stewardship in communities

• Conduct financial monitoring of program activities as per the financial monitoring tools and risk factors.
• Report the observation findings to the supervisor upon conducting each financial monitoring and provide recommendation for improvement.
• Responsible for reviewing, analysis, and submitting the financial reports with compliance are meeting. 
• Assist and orient the team in using the forms and format maintaining the consistency for finance and procurement.  
• Assist the program team in developing budgets, standard costing, and implementation plans and help determine any necessary arrangements including cost-sharing.
• Support to Project Coordinator to review the project detailed implementation plan and budgets to determine optimal utilization/allocation of funds of project. 
• Manage cash flow concerning the project activities, including the timely release of funds and cash forecasting to ensure smooth implementation of project intervention with close coordination of the Project Manager and Executive Director.
• Ensure minimum financial standards and compliances are applying as agreed between the organization and the donor.

D. Administration, Maintenance, and Communication

• Implement safety measures and contribute to conducting regular safety (SOPs) briefings regarding equipment, movements, and means of communication with staff.
• Responsible to document and file the legal and statutory records, maintaining and updating files with legal and statutory documents safe, confidential, and accessible, and ensuring record all contractual documents.
• Handling, receiving, and responding the phone calls, letters, and information.
• Participate in internal work meetings and discuss logistic and operational issues. Attend meetings/trainings, when organized or requested.
• Values in the approach to work and relationships with colleagues and fellow friends.
• Maintain the highest working ethics and integrity.
• Manage office supplies stock and place orders.
• Prepare regular reports on expenses and office budgets.
• Maintain and update business partner databases.
• Organize a filing system for important and confidential documents.
• Answer queries by the employees and clients regarding finance and compliance.
• Assist to project team in logistic arrangement for meetings, trainings, workshop and other program as required.
• Distribute and store correspondence. (e.g. letters, and packages)
• Arrange travel, accommodations, and guest relations as necessary.
• Organize and manage the schedules and calendars for the project team.
• Receive and process the communication channels, including email, phone, and physical mail.
• Develop a payroll and personnel database for human resources in the project.
• Ensure functionality of necessary office equipment, and requisitioning new equipment and supplies as needed.
• Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces.
• Attend meetings and record notes and messages for the project team.
• Perform duties as assigned by supervisor.

E. Procurement, logistics and maintenance

• Responsible for local procurement of goods and services following the standard practices, in a rational and systematic manner in adherence to procurement guidelines as abiding by all prevailing compliance and ethical procedures, and respecting the humanitarian rules.
• Maintain the transparency of the process, and the commercial rules about fair competitiveness; standardize the local market, maintaining the quality of goods/services to be procured, considering the operating and maintenance costs.
• Avoid situations and conditions that may involve or show connections with conflict of interest, corruption, fraud, and financial malfeasance by ensuring transparency in the use of procedures. Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
• Control order performance, including delivery, receipt, warranty, and damages, and reconcile or resolve value discrepancies.
• Prepares all appropriate and complete documentation from Purchase Request to donation/stock consumption including but not limited to quotations collected, evaluation grid, supplier details, product details, etc.
• Maintain regular communication with local stakeholder and beneficiaries for providing logistics support in field operation.
• Organize the logistics arrangement for project activities such as workshops, pieces of training, seminars, meetings, etc., and participate in program support.

F. Fleet Management

• Inspects and ensures the staff safety, and vehicle use guidelines in rented/owned vehicles. Make sure that the drivers drive the vehicles in respect to the safety rules.
• Ensure proper recording on fleet management of vehicles (owned or rented) (e.g. logbooks, fuel consumption, etc.)
• Responsible to book hotels, flights and accompany visitor logistics support need etc. as per approved/ shared travel plans.

G. Stock and Asset

• Ensure that all equipment is well organized and correctly stored, well protected, fully identified, and easily accessible (cleanliness, safety, access, etc.). Update the inventory record of the equipment, furniture, and other items including periodic physical verification of inventories and reports.
• Responsible for maintaining the regular needs of the office including but not limited to stationery, office supplies, drinking water, tea/coffee, electricity, cleaning, communication, and other essential items in the field complying with the environment policy and other relevant guidelines.
• Route, schedule, pack, and prepare orders for delivery; load vehicles; schedule and oversee deliveries and pick-ups.

H. Qualification and Experience:

• A Bachelor's degree in finance, accounting, business administration, or a related field.
• Proven work experience of at least three years as an admin or finance officer in an I/NGO.
• Proven skills in financial management including budgeting, financial reporting, and grant management.
• Proficiency in using email/internet and MS Office package.
• Strong interpersonal communication and coordination skills.
• Ability to interpret financial procedures and standards and their application.
• Experience with financial management in civil society organizations.
• Knowledge of tax laws and compliance with the Income Tax Act of Nepal.

Interested candidates who meet the criteria are requested to send their application according to BEE Group's Job application form (Find the application form in the vacancy notice) and send it to beegroup.vacancy@gmail.com by Monday, 13th May 2024, before 5:00 PM. The names of recent two referees with contact details must be written on the application form. Please mention the Name of the project in the subject section of the application.

Application Form Link: https://drive.google.com/uc?export=download&id=1SA0TzQ3lRU-Zmp-z5Cko32Pyy8G26nyd

Encourage people from disadvantaged and marginalized communities (Women, Dalit, Janajati, Madhesi, Muslims, and People with disabilities) to apply. Only shortlisted candidates will be contacted for further process. Telephone inquiries shall not be entertained.

Candidates applying for a job with BEE-Group must be ready to comply with our Child Protection Policy and Safeguarding Policy on Preventing Harassment, Sexual Exploitation, and Abuse.