Admin and Finance Officer /Logistic Officer

The Aasaman Nepal is seeking self-motivated, result oriented and hard-working Nepali citizen for the following position: 

1.     Position: Admin and Finance Officer – One  

Duty Station: Based in Dhanusha with frequent field visit

Job Summary: The Finance Officer will be responsible to provide support in finance, administration and logistics management for project, and ensure that financial records are maintaining 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 position reports to the project manager and partner organization.

Key Responsibilities: 

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, project number on all vouchers according to chart of account.

B. Record keeping and reporting 

• Ensure all vouchers are developing with reference of finance policy and procedure. 
• Real-time data entry and provide required information to the concerned.
• 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 review, analysis and submit the financial reports with compliance are meeting. 
• Assist and orient to the team in using the forms and format maintaining the consistency for finance and procurement.  
• Assist the program team in developing budgets, standard costing, 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 Project Manager and Executive Director. 
• Ensure minimum financial standards and compliances are applying as agreed between organization and donor.

D. Administration, Maintenance and Communication:  

• Implement safety measures and contribute to conduct regular safety (SOPs) briefing regarding equipment, movements and means of communication to staff.
• Responsible to document and file the legal and statutory records, maintain and update files with legal and statutory documents safe, confidential and accessible, and ensure to record all contractual documents.
• Handling, receiving, and responding the phone calls, letters and information.
• Participate in internal work meetings and discuss on 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 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 per necessity
• 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 the goods and services following the standard practices, in rational and systematic manner in adherence to procurement guideline as abide by all prevailing compliance and ethical procedures, respecting the humanitarian rules.
• Maintain the transparency of the process, the commercial rules about fair competitiveness; standardize the local market, maintaining the quality of goods/service 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, financial malfeasance by ensuring the 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, damages, 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, trainings, seminars, meetings etc. and participate in program support.

F.    Fleet Management

• Inspects and ensure the staff safety, and vehicle use guidelines in rented/owned vehicles. Make sure that the drivers drive the vehicles in the respect of 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 report. 
• Responsible to maintain the regular need of office including but not limited to stationaries, office supplies, drinking water, tea/coffee, electricity, cleaning, communication, and other essential items in the field complying the environment policy and other relevant guidelines.
• Route, schedule, pack and prepare orders for delivery; load vehicles; schedule and oversee deliveries and pick-ups.

Competencies and personal specification: 

• Proven knowledge and practical skills on accounting software (True Book) handling and reporting
• Strong practical knowledge of email intent, Excel, MS Word, MS Office
• Willingness to work with diverse cultures and communities   
• Able to read, write and communicate in English at professional level

Excellent written skills

Education and Experience: Bachelor's Degree in Finance, Management and Accounting from a recognized institute with 2 years of experiences in working with I/NGOs in the similar field.

2.     Position: Logistic Officer – One

Duty Station: Based in Dhanusha with frequent field visit

Job Summary: The Logistics Officer is overall responsible for providing the supply chain needs/requirements of the project including procuring all program supplies and services, accounting for all assets, managing stocks, and managing fleet concerns.

Key Responsibilities:

A. Procurement

• Develop Annual Procurement and Supply Management (PSM) Plan with close coordination of Program Coordinator, Finance officer and programs staffs.
• Consolidate and analysis of procurement plan and finalized the frameworks agreement as per requirement of different categories.
• Update the procurement tracker and report to Project coordinator. 
• Manage and execute procurement of goods and services required for the organization following the guiding principles “Best Value for Money, Transparency, Accountability, Equal and Fair competition”
• Ensure procurement of goods is in high quality, timely and cost-effective adhering to established policy of the organization.
• Support to prepare procurement process and decision to Procurement committee and work together and lead all procurement works as member of secretary. 
• Carry out market survey twice a year basis for regular items and analyse the price trend over the period and report to Project coordinator.
• Ensure logistics/procurement policies including compliances are followed all the time and pay attention for making zero non-compliances.
• Update and develop qualified vendor list and monitor maintain record on performance of the vendor
• Develops and maintains an effective working relationship with vendors/suppliers.

B. Logistic

• Ensure the entire utility facilities/office equipment/ machineries are running smoothly 
• Ensure that the Inventory and assets are recorded and updated and timely report to PC.
• Ensure that required Store Management procedures are compiled with document is maintained.
• Ensure that timely physical verification of fixed assets and inventory are done and reported. 
• Supervise the admin and Finance assistant and support staffs’ roles.
• Ensure logistic support in arranging workshop, seminars, and trainings, visits and visitor with support of AFA.
• Ensure vehicles and motorbikes are timely and well maintained with support of AFA.
• Best bargain for repair & maintenance is obtained 
• Proper management of vehicles to the request made
• Ensure that vehicle log books are updated and Vehicle Running Costs are analysed and reported periodically. 
• Maintain up to date documents relating to fleet management, insurance and legal requirements.
• Support to distribution of programs supplies, construction and renovations works and documentation of receipts of beneficiaries with support of AFA and project staffs.
• Ensure that both incoming and outgoing mails/documents handling is done on time from/to general post office and outside agencies and DHL, Express Delivery and any other courier services. Also, ensure that these are distributed to the concerned staffs/section/departments.
• Ensure of goods when received and its required documentation. Also checking of goods to be dispatched and preparation of required documents.

Qualification and required skills:

Bachelor’s degree in Business administration or in a related field with proven two years of work experience in logistic or supply chain management. Computer skills, Excellent analytical skills, Good interpersonal, communication skills and organizational skills.

Languages:   Strong command of Nepali, English (oral and written) and local language preferred.   

Aasaman has zero tolerance of abuse and exploitation of vulnerable people. We expect all our employees/volunteers to ensure we are protecting children, young people and vulnerable adults from harm and abide by our safeguarding policy.

Other Attributes for all positions: Excellent quality of work and commitment to high standards, strong communication skills, team building and willingness and motivated for good service delivery with strong networking and interpersonal skills and comfortable to work under stress and emergencies.

Age Limit: Candidates between 21 years to 55 years are only eligible to apply for the above position, depending upon the nature of job they will carry.

All employees must adhere to child safeguarding in person’s provisions covered in the project agreement.

Monitor staff and partners’ and ensure adherence to Aasaman Nepal's policies and internal procedures, protocols, Aasaman Nepal's code of Conduct with special attention to Safeguarding Standards and Procedure, Case Handling Framework, Child Protection and Do No Harm Policies. Also, immediate reporting and redress of any complaints and issues based on its severity.

Competent candidates from disadvantaged groups and inhabitants of the project districts will be given priority. 

Interested candidates should apply by downloading the link and submitting it within 7 days (05:00 pm, 04/04/2024). Only shortlisted candidates will be contacted for participation in the recruitment process. No telephone enquiry is entertained. 

https://forms.gle/1t1LzSwTiRpY4f636

ASN reserves the right to qualify/disqualify any applications without any reason.