Admin/Finance Manager

Admin/Finance Manager

1. Background

Institute of Human Rights Communication Nepal (IHRICON) is a non-governmental and non-profit making organization established in 2000 by a team of senior media personnel and human rights activists. IHRICON upholds the vision to observe human rights and rule of lawfully implemented and adhered to, so that all Nepalese can enjoy equal treatment with respect to their dignity and informed consciousness.  IHRICON has the mission to promote human rights friendly society through media mobilization, advocacy, documentation, and capacity building to help curb violence against women, advance financial independence and enhance contribution of men towards gender equality.

To contribute towards strengthening professionalism and capacity of journalists and media for independent, responsible and accountable journalism, as well as to strengthen the internal and external environment in support of safety of journalists and media, freedom of expression and independence, IHRICON with its partners- International Alert and Federation of Nepali Journalists (FNJ), is implementing "Promoting safe, professional, independent and accountable media for the promotion of human rights, democracy and peace in Nepal" program in seven provincial capitals (Biratnagar, Hetauda, Janakpur, Pokhara, Butwal, Surkhet, and Dhangadhi) and additional four local governments (Kathmandu, Malangawa, Ghorahi, and Itahari) where media concentration is high. Admin/FinanceManager (AFM) is one of the key positions at the project office and accounts for 50% engagement.

2. Duties and Responsibilities

Under the guidance and supervision of the Project Manager (PM), the AFM shall focus his/her works in overall administration and financial matters. More specifically, the AFM shall:

1. Be responsible in the day-to-day management of account activities including updating ledgers, cash books, handling petty cash, preparing vouchers of transactions as per bills, invoices, receipt, supporting documents etc.
2. Open bank account and regularize banking transactions 
3. Issue checks and let signature from official signatories,
4. Hold meetings of different organizational committees like Procurement Committee, Resource Mobilization & Management Committee etc. as per the need.
5. Maintain records of income and expenditures against approved budgets for project activities,
6. Coordinate with partner organizations and donors to maintain admin and financial management system properly,
7. Make deposits and payments of TDS according to the rules and regulations prescribed by the Government of Nepal (GoN) taxation system,
8. Ensure necessary arrangement for the timely release of funds for the project activities, 
9. Assess delivery trend and situation of project fund regularly and inform to the PM,
10. Undertake auditing exercises of accounts as per project norms and IHRICON per se,
11. Prepare financial statements along with trial balance, collect bank statement and prepare bank reconciliation statements complying with the financial guidelines.
12. Prepare financial reports as per the project document during and at the end of the project period,
13. Assist PM for day-to-day office management and administration (keep leave records, personal files, service contracts),
14. Involve in the process of purchasing equipment, furniture, spare parts, office supplies, stationeries and services, and keep up-to-date records of them,
15. Keep an inventory of equipment and fixed assets of the project and keep up to date records in periodical manner,
16. Monitor the record keepings of office assistant including incoming and outgoing letters,
17. Management of field trips and accommodation of project staffs and participants,
18. Contractual arrangement with resource persons/trainers in consultation with team members and maintain their records,
19. Involve in events undertaken under the project at the national and sub-national levels,
20. Assist PM and other officials to arrange the meetings and other project events,
21. Release and settle the advance,
22. Perform other activities as per the direction of PM.

3. Competencies:

• Promotes the vision, mission and strategic goals of the IHRICON. 
• Having strong account management skills.
• Having knowledge of stock and inventory management.
• Able to prepare financial reports independently.
• Auditing of accounts.
• Practical experience of administrative management and day-to-day office management.
• Having knowledge of logistic management.
• Mentor and monitor in the process of admin and financial management.
• Good knowledge of financial rules and norms of the government.
• Able to deal with donor partners and parties independently.
• Basic IT skills. 

4. Qualification, Required Skills, and Experience:

Education

• At least a Bachelor's Degree in Business Management, Commerce or any other related field

Experience

• At least three years of working experience in the related field.
• Experience of working with donor supported projects.
• Experience in the use of computers and accounting software. 

Language Requirements

• The incumbent must be good in English and Nepali language. 

5. Duty Location:

The duty station of the incumbent shall be Project Office, which shall be located in Lalitpur. But he/she may have to travel the project sites occasionally.

6. Type of Service: 

The type of service shall be on a contractual basis. The contract shall be signed by two parties: the IHRICON itself and the selected candidate. The incumbent shall agree on terms, conditions and prevailing policy guidelines of the IHRICON including appointment, deputation, leave, holidays, hours of work, removal or dismissal, disciplinary action, transfer, promotion, resignation, and performance evaluation.

7. Duration of Contract Service: 

The position is for three years contract with possibility of extension. But, there shall be a three-month probation period starting from the date of contract begins.

8. Benefit Provision:

The incumbent shall get the monthly salary as per project policy. In addition, he/she shall get an amount equal to his/her current pay scale of one month as the Festival Allowance once a year. No other remuneration, compensation or subsidy will be paid. Daily Subsistence Allowance (DSA) for project related official travel will be paid to the incumbent on the basis of rates established by the project document.

9. Supervisor and Accountability:

The PM shall act as the immediate supervisor of the Admin/Finance Manager. So, he/she shall be accountable to PM. 

Submission of Application:

Interested candidates can apply along with updated resume and cover letter mentioning expected salary within 22 February 2020 in the address below: 

Institute of Human Rights Communication, Nepal

Jwagal, Kupendol, Lalitpur

Email Address:- ihriconihricon@gmail.com

Only shortlisted candidates will be called for written test and interview.

IHRICON is an equal opportunity employer, a person with disabilities, women, Dalits, Janajatis, Madhesis and other minorities groups are strongly encouraged to apply.

Note: This Term of Reference may be revised as necessary to meet the needs of the project.