Admin and Finance Officer / Logistics Associate

Vacancy Announcement

Strengthening Civil Society for Inclusive Democracy and Human Rights in Nepal and the Philippines (SAMA-SAMA) is a 3-year development project managed by the Centre for International Studies and Cooperation (CECI), with the funding support from Global Affairs Canada (GAC). Forum for Protection of Public Interest (Pro Public), established in 1991, is a national-level non-governmental organization working in the areas of democracy, good governance, inclusion, gender equality, social justice, and civic engagement, is Nepal's national partner for the implementation of this project. This Project aims to strengthen civil society in Nepal to reinforce civic engagement and democratic participation among women and marginalized groups (WMGs).

To fulfill following positions of the project, Pro Public is seeking qualified and motivated Nepali citizens.

1. Position: Admin and Finance Officer – 1

Project: Strengthening Civil Society for Inclusive democracy and Human Rights (SAMA-SAMA) 

Location: Kathmandu, Nepal

Reports To: Project Manager

Contract Type: Project-based, full-time

Duration: Nine months, renewable based on performance and project needs (July 2025 start)

Position Overview:

The Admin and Finance Officer is responsible for the project's overall financial management, administration, and logistical support. S/he ensures financial systems and procedures comply with donor, government, and organizational guidelines. The Admin and Finance Officer also provides critical administrative support for smooth project operations at national and provincial levels.

Duties and Responsibilities:

• Prepare and manage the project budget in close coordination with the Governance and Inclusion Advisor, Project Manager, and other project teams of the SAMA-SAMA Project.
• Monitor financial transactions to ensure accuracy, integrity, and compliance with donor requirements.
• Process payments, maintain petty cash, and manage bank transactions and reconciliations.
• Prepare monthly, quarterly, and annual financial reports for internal and external stakeholders.
• Coordinate and support external and internal audits, ensuring proper documentation and follow-up on audit findings.
• Lead procurement processes in accordance with organizational and donor procurement policies.
• Maintain inventory and asset records, ensuring safe and proper utilization.
• Support logistical arrangements for training, workshops, and events held at national and provincial levels.
• Handle correspondence, documentation, and filing of administrative and financial records.
• Support scheduling and coordination of meetings, trainings, and travels.
• Ensure smooth day-to-day administrative operations, including office supply management and vendor communications.

Qualifications and Experience:

• At least a Bachelor's degree in Business Administration with a specialization in Finance, and a minimum of three years of relevant experience.
• Strong commitment and capability to support day-to-day administrative and financial operations.
• Proven skills in drafting official correspondence, taking meeting minutes, maintaining organized documentation, and facilitating internal and external communications.
• Proficient in accounting software (e.g., FAMAS, Tally, QuickBooks) and MS Office Suite.
• Experience preparing budgets and developing financial proposals for new project initiatives and expansion.
• Ability to work effectively in a diverse team environment, manage multiple tasks under pressure, and adapt to shifting priorities.
• Good command of both Nepali and English, in speaking and writing.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), email and internet tools, Google Drive, and Nepali typing (Preeti or Unicode).
• Possession of a valid motorbike driving license will be an added advantage.

Reporting and Supervision:

The Admin and Finance Officer will report to the Project Manager and will coordinate closely with partner organizations in the project provinces.

Remuneration and Benefits:

The monthly remuneration for the Admin and Finance Officer is NPR 40,000.00 with an additional 30% in benefits.

2. Position: Logistics Associate – 1

Project: Strengthening Civil Society for Inclusive democracy and Human Rights (SAMA-SAMA)

Location: Kathmandu, Nepal

Reports To: Project Manager

Contract Type: Project-based, full-time

Duration: Nine months, renewable based on performance and project needs (July 2025 start)

Position Overview:

The Logistic Associate will support the smooth implementation of project activities by managing logistics, procurement, and administrative support services. The Logistics Associate will ensure effective coordination of travel, events, equipment, and materials at the national and provincial levels. The position requires an active role in close coordination with the project team and relevant stakeholders to ensure the timely delivery of logistical services to support civic engagement and capacity-building initiatives.

Duties and Responsibilities:

• Support planning and coordination of logistics for meetings, training, and events at national and provincial levels, in consultation with the Governance and Inclusion Advisor, Project Manager, and other project teams of the SAMA-SAMA Project
• Arrange travel, accommodation, and transportation for staff, partners, and participants.
• Manage procurement and distribution of supplies, materials, and equipment required for project implementation.
• Maintain accurate inventory records and ensure proper storage and usage of project assets.
• Coordinate with vendors and service providers, ensuring compliance with organizational policies and procurement standards.
• Assist in maintaining documentation related to logistics, including delivery receipts, travel records, and expense reports.

Qualifications and Experience:

• Bachelor’s degree in Business Administration, Sociology, or a related discipline, with relevant experience in logistics, administration, and managerial operations.
• Proven ability and strong commitment to supporting day-to-day project logistics and administrative functions, including coordinating events (meetings, workshops, trainings, etc.), managing procurement processes, maintaining inventory and asset records, and ensuring smooth logistical arrangements.
• Strong skills in documentation and communication, including drafting official correspondence, preparing meeting minutes, maintaining organized filing systems, and facilitating effective internal and external communication.
• Good command of both Nepali and English, written and spoken, with the ability to communicate clearly and professionally.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Drive, email, and internet applications, with the ability to type in Nepali (Preeti or Unicode).
• Possession of a valid motorbike driving license is an added advantage.

Reporting and Supervision:

The Logistic Associate will report to the Project Manager and coordinate closely with partner organizations in the project provinces.

Remuneration and Benefits:

The monthly remuneration for the Logistics Associate is NPR 31,000.00 with an additional 30% in benefits.

Safeguarding and Ethics Applicable to Both Positions

• Successful candidates adhere to all the procedures, policies, and security guidelines of Pro Public and the donor agency.
• Successful candidates promote security awareness and ensure compliance with relevant procedures for team members and partners.
• Successful candidates uphold Pro Public’s Code of Conduct, preventing exploitation, abuse, and harassment while fostering diversity, equity, and inclusivity.

Application Process:

Candidates with the aforesaid qualification and competence are requested to send their applications with a cover letter, recent CV with two professional references and an auto-size photograph, through email to the following address by no later than June 21, 2025. Women, Dalit, Janajati, Madheshi, Muslims, persons with disabilities candidates are strongly encouraged to apply. Only shortlisted candidates will be contacted for a written test and interview. Any inquiries regarding the application will not be entertained. Attempts to exert influence will result in automatic disqualification.

Pro Public reserves the right to accept or reject any application without providing any explanation.

The Executive Director

Pro Public

Nagarjun Marga, Anamnagar

Kathmandu, Nepal

Email:  vacancy.propublic@gmail.com