Finance & Admin Associate

Vacancy Announcement

Background

The Story Kitchen (TSK) is a not-for-profit-distributing company registered in September 2012 under the Companies Act, 2006 Nepal. We envision a society, where every woman's voice is heard, her existence is accepted, her work is accounted, and her contribution is valued. Our mission is to create a safe space for herstories and amplify the experiences of women in our history.  We are driven by the passionate belief that sharing and listening to the stories of women can build the movement and it helps to ignite social change. In short, TSK is a space to amplify Herstory.

TSK is looking for an individual to take the role of Finance & Admin Associate (FAA) who will be working in close coordination with and strategic guidance from Finance & Admin Coordinator (FAC) will support in achieving the mission and objectives of TSK.

Some major responsibilities of FAA but not limited will include: 

1.1     Financial management

• Responsible for Deposits & Withdraws of cheques, transfer of salaries, deposit of TDS, CIT, EPF, VAT, etc.;
• Responsible for managing petty cash for daily operations of the office & checking petty cash level and prepare cash inventory once a month and update the Cash Book every day and keep inform to line manager;
• Responsible for Receipt / follow up with Vendor for invoice along with bank information;
• Ensure that all the due diligence are completed, receipts and required financial documents are completed before payment to vendors;
• Responsible for drafting of “Internal Payment Request” with all supporting documents;
• Responsible for voucher generation and online entry of TDS for E–TDS verification of team members, vendors and consultants;
• Responsible for preparing of letters & online documentation for deposit of PF and CIT on monthly basis;
• Responsible for data entry in purchase and sales book / register;

1.2     Administration Management

• Assist in updating “Fixed Assets Register (FAR)”and physical verification on semi – annual basis;
• Assist in opening of new bank account of new team members & organization;
• Responsible for KYC form update and bank account activation status;
• Responsible for logistics arrangement of team members during travel to field includes hire of vehicle, booking of hotel, etc.;
• Responsible for servicing office scooter and maintaining log book;
• Responsible for updating “Master File (Rooster)” of vendors and consultants;
• Assist in payment distribution to participants in events such as meetings, interaction, workshops and other events as necessary
• Maintain confidentiality of financial and administrative information and flow information to concern person or team after formally assigned from Management for information announcement;

1.3     Procurement Management

• Check and ensures that all the procurement process has done according to TSK’s procurement policy;
• Responsible for proper documentation of procurement process includes: 
  • Collection of approved “Purchase Requisition Form” for purchase of goods and services or approved “Travel Authorization Form” along with itinerary and advance request form from concerned department for booking of flight, hotel and vehicle for any field visits;
  • Request for Quotations – based on Financial Policy of TSK along with the updated legal documents;
  • Preparation of “Quotations Comparative Chart” and its approval from procurement committee;
  • Issue of a “Purchase Order” to selected vendors;
  • Purchase of goods or services & collection of invoices;
  • Preparation of “Goods Received Note”;
  • Process for payment;
  • Filing the documents properly and attach with procurement documents in consultation with the procurement committee;

Required qualifications, knowledge and experience: 

1. Applicant will have a Masters’ Degree in Finance & Accounts with at least two years of work experience in similar position/responsibility or Bachelors’ Degree in Finance & Accounts for at least three years of work experience in similar position/ responsibility.
2. Strong finance & admin management skills including relationship management, communication, and organizational skills.
3. Excellent command in Nepali and English languages (written and spoken).
4. The applicant will be a person of high integrity, committed to meeting deadlines and should have a passionate belief in The Story Kitchen's vision and mission.

Applicants are required to complete ‘TSK Recruitment Form. Applicants must send completed ‘TSK Recruitment Form’ and a cover letter to vacancy@thestorykitchen.org mentioning Application for Finance & Admin Associate in the email subject line. Without these two documents, applications will not be considered. The deadline to submit the application is 18th April, 2024.

Only short-listed candidates will be contacted for interview. Telephone inquiries will not be entertained. Canvassing at any stage of the recruitment process shall lead to automatic disqualification and The Story Kitchen reserves the right to the final candidate selection.