Administration Officer

JOB PROFILE

Administration Officer - Nepalgunj

Administration Department – EuroAsia Unit/ Nepal

MAIN RESPONSIBILITIES

• Accountancy - bookkeeping and payments 
• Procurement and Logistics management of the field activities
• Support to partnership management 

WORKING RELATIONSHIP

The Field Administration Officer will contribute on administrative, financial, and logistic aspects of the project implementation and provide logistics support to Nepalgunj base office, support on local partner management under direct supervision of Program Manager in Nepalgunj and functional supervision of Administration coordinator.

ROLES:

I. Essential Duties

• To maintain the accountancy of base office and projects
• To maintain administrative, financial and logistics recording of the base office
• To support and conduct procurement of good and services. 
• To arrange the logistics support for base and projects
• To support in partnership management on the financial administration and logistics control
• To conduct administrative process for base office operation, maintain safety and smooth operation in base office.

II. Responsibilities in detail:

Accountancy - bookkeeping and payments 

• Make payments and deposits including custody and inventory of petty cash and bank cheques in Nepalgunj. 
• Maintain the accountancy including the daily financial transaction record, preparation of the vouchers, post vouchers to SAGA/accounting software; maintaining appropriate filing and documentation of financial and related records; and make sure of proper custody, archive with confidentiality and safety.
• Process the payments verifying the due claims, ensuring the procedures & documentation, ensure budget eligibility and withholding tax before preparing cheques or bank transfer order.
• Proceed for advance to staff and suppliers as per approved advance request or terms of the agreements. Responsible for the timely settlement and follow up of supplier advances. 
• Implementation of the standard financial & logistics procedures, compliance with respects to MdM policy, donor’s terms and conditions, statutory & tax regulations, and MdM practices.
• Contribute to Program Manager on the budget forecast and control.
• Providing financial information for the monthly/ quarterly/ annual forecast, financial reports, and other financial information to the coordination office.

Procurement and Logistics management 

• Responsible for procurement of the goods and services related to the project activities in base office and as per project needs with complete documentation from the Purchase Request to donation/stock consumption including but not limited to market survey, quotations collection, supplier evaluation, stock record, supplier contract and payments etc.
• Control order performance, including delivery, receipt, warranty, damages, reconcile or resolve value discrepancies in base.  
• Organize the logistics arrangement for project activities such as workshops, trainings, seminars, meetings etc. and participate inline with program support.
• Organize booking hotels, flights and rent a car and logistics support need etc. as per approved/ shared travel plans. 
• Route, schedule, pack and prepare orders for delivery; load/unload vehicles; schedule and oversee deliveries and pick-ups. Ensure the proper delivery of supplies and works in the field office.
• Maintain MdM vehicles in field including regular maintenance, fuel follow up and record of logbooks. 
• Ensure that all inventories are well organized, recorded, and correctly stored, well protected, fully identified and easily accessible (cleanliness, safety, access, etc.) in the field. 
• Prepare and implement annual procurement plan of the base and local partner.
• Prepare monthly logistics reports and submit them to the coordination office.
• Responsible for providing logistics support to local partner logistics team and MdM team as per need.

Support to partnership management

• Contribute to Program Manager and Administration Coordinator for administration of MdM partnership management with local partners
• Review and verify the accuracy and completeness of the financial details and reports submitted by local partners.
• Review, analyze, and feedback on monthly report of the local partner to Program Manager, Administration Coordinator, and local partner focal person.
• Enter the partner financial report in the accounting system (SAGA) and reconcile with budget forecast and follow up (BFF). 
• Extend support to local partner financial administration, and logistics procedure, ensuring the MdM policies and procedures.
• Prepare and send monthly partnership report to coordination office.

Context:

For more than 40 years, Médecins du Monde (MdM), a campaigning medical organization committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies. Those working for this independent organization do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations. MdM currently works in more than 44 countries across all continents where it focuses on 5 priority areas: caring for the health of migrants and displaced persons, promoting sexual and reproductive health, combating HIV, and reducing the harm and risks associated with drug use, crises and conflicts and environmental health.

MdM has worked in Nepal since 1995: firstly, on Tuberculosis and HIV in western province, then on Sexual and Reproductive Health in Sindhupalchok District. Following the 2015 earthquakes, MdM implemented an emergency response program and then, a post-earthquake early recovery project in the same district.

Since 2018, MdM is working on Environmental Health. The 2018-2019 “Healthy Waste Workers in Kathmandu Valley” program aimed to improve health status of informal waste workers (IWWs) in the Valley, mitigating their occupational risks and environmental exposure, improving access to information, and increasing access to health services in Teku, Shantinagar and Sisdole landfill sites.

In continuation to contribute improving health, wellbeing, and livelihood of waste workers and farmers in Banke, mitigating their occupational risks and environmental exposure, improving access to prevention and occupational health services MdM is implementing project in Banke district with following objectives: 

Objective 1: Waste workers and farmers strengthen their individual and collective capacities to prevent harm related with waste management and pesticide use, and mitigate environmental exposure contributing to improved wellbeing, and health.

Objective 2: Waste workers and farmers have access to quality health care and occupational health services, through existing health facilities

Objective 3: Coordination between local actors and stakeholders is improved and contributes for safe and decent practices in waste management and farming as well as recognition of environmental, social and health consequences due to waste handling and pesticide use

Objective 4: Sustainable alternatives and initiatives are supported in waste management and pesticides risk mitigation, contributing to safeguard health of targeted workers, community, and environment.

SKILLS REQUIRED:

Training, Education and Experience

• Bachelor’s degree in business, Management, Finance or Accounting. 
• 3 years practical work experience in relevant field 
• Experience working with INGO/Projects and monitoring of partner organizations is essential.

Soft Skills and qualities required

• Proactive, well organized and ability to manage priorities, adaptable, reliable, accountable, and responsive personality
• Leadership by action and participation, team-working and coordination skills
• Interpersonal and verbal communication abilities, intercultural and difference awareness
• Assertiveness, mediation and negotiation, problem-solving and decision-making skills

Hard Skills

• Strong practical knowledge of MS office 365 especially on Excel and SharePoint
• Experience working in accounting software is preferred
• Excellent documentation skills including financial communications

Languages 

• Able to read, write, and communicate in English at professional level

Notes to Candidates:

Nationality: Nepalese Duration: 1 Year (Renewal)

Duty Station: Nepalgunj

Anticipated Start Date: March 2024

Number of positions: 1

Closing date of application: 7th February 2024

How to Apply:

Requested to send a letter of interest mentioning position applied with an updated CV in English with 2 references to info.mdmfrance@gmail.com  Médecins du Monde Nepal reserves the right to cancel, postpone or modify the whole recruitment process without providing any reasons whatsoever.

Médecins du Monde (MdM) is an equal opportunity employer. MDM refuses in its action any discrimination for reasons of nationality, race, gender, religion, class, language, origin or political opinion.