Finance and Admin Officer

VACANCY ANNOUNCEMENT

Job Description: Finance and Admin Officer

About YUWA

YUWA is a reputable, registered not-for-profit, purely youth-run and led organization established in 2009 AD. We are dedicated to contributing to sustainable development by empowering youth to make them ready when they eventually are in a decision-making position. Our mission is to promote meaningful youth participation through empowerment and advocacy in our key thematic areas: Active Citizenship, Sexual and Reproductive Health and Rights (SRHR), and a dedicated Research Unit. We are committed to a youth-led, gender-transformative approach, with core values of inclusivity, accountability, and a culture of continuous learning. As we expand our operations, we are seeking a dynamic, experienced, and self-motivated individual for the following position.

Position: Finance and Admin Officer

Duty Station: YUWA Central Office, Kathmandu, with frequent field visits to project sites.

Reports to: Executive Board Member of YUWA

Contract Type: Fixed term

Duration: 12 months (three-month probation period) with the possibility of further extension.

Key Responsibility

A. Manage Accounting System 

• Maintain accurate and up-to-date financial records using accounting software (FAMAS).
• Accounts payable for payments to suppliers and vendors while ensuring all the supporting documents are 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 deposit on time.
• Management of office Petty Cash disbursement regularly with proper cash balance as the organizational policy.
• Prepare cash disbursement vouchers as per organizational Financial Policy and enter valid account code, cost center, donor combination, project number on all vouchers according to chart of accounts.
• Manage overall recording, reporting of the expenses, and overall tasks related to the financial process of YUWA. 

B. Record keeping and reporting 

• Ensure that all vouchers are prepared with reference to finance policy and procedure. 
• Real-time data entry and provide the required information to the concerned.
• Preparation and submission of periodic financial reports, trial balance and bank reconciliation as required by internal and donor guidelines in a timely manner.  

C. Ensure sound internal control systems  

• Conduct financial monitoring/tracking of program activities as per the financial monitoring tools and risk factors.
• Report the observation findings to the supervisor/management upon conducting each such review and provide recommendation for improvement.
• Responsible for review, analysis, and submission of the financial reports by meeting the compliance. 
• Assist and orient 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 the program team to review the project's detailed implementation plan and budgets to determine optimal utilization/allocation of funds for the 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 Board.
• Ensure minimum financial standards and compliances apply as agreed between organization and donor. 

D. Administration, Maintenance and Communication:

• 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 logistic and operational issues. Attending meetings/training, when organized or requested.
• 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
• Arrange travel, accommodations and guest relations as per necessity
• 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.
• Help in organizing events, including ordering materials and requisitioning meeting spaces 
• 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, and financial malfeasance by ensuring 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 stakeholders and beneficiaries for providing logistics support in field operations.
• Organize the logistics arrangement for project activities such as workshops, trainings, seminars, meetings, etc. and participate in program support.
• Responsible for booking hotels, flights and accompanying visitor logistics support needs etc. as per approved/ shared travel plans.

F. 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 stationery, office supplies, drinking water, tea/coffee, electricity, cleaning, communication, and other essential items in the field, in compliance with the environmental policy and other relevant guidelines.

G. Organizational Development and Team Tasks

• Support the implementation, monitoring, and evaluation of YUWA’s strategic plan.
• Initiating different in-house programs and other management interventions wherever gaps in the programs are identified or issues arise.
• Contribute to mid-year, annual, and long-term review of strategic planning.
• Contribute to and participate in organization-wide tasks, such as staff meetings, staff capacity development activities, annual retreat, evaluation and planning meeting, staff representation at Annual General Meetings, intern/volunteer/visitor orientation, and others.
• In collaboration with the YUWA’s Executive Board, provide substantive contributions to the development of funding proposals when required.
• Any other duties, as assigned by the supervisor or management.

H. Organizational Development and Team Tasks

• Support the implementation, monitoring, and evaluation of YUWA’s strategic plan.
• Initiating different in-house programs and other management interventions wherever gaps in the programs are identified or issues arise.
• Contribute to other shared program tasks of YUWA, such as joint advocacy planning and development, information scanning, visitor orientation, publication outputs, promotion of YUWA, and others.
• Contribute to mid-year, annual, and long-term review of strategic planning.
• Contribute to and participate in organization-wide tasks, such as staff meetings, staff capacity development activities, annual retreat, evaluation and planning meeting, staff representation at Annual General Meetings, intern/volunteer/visitor orientation, and others.
• In collaboration with the YUWA’s Executive Board and other staff, provide substantive contributions to the development of funding proposals when required.
• Any other duties, as assigned by the management.

Requirements:

• Bachelor’s degree in management or business studies with specialization in Finance.
• Preferred with at least 1 to 2 years of progressive experience in finance and admin. Freshers and recent graduates are encouraged to apply.
• Excellent computer skills including MS Excel and accounting software (Preferred FAMAS).
• Able to work independently and goal oriented.
• Ability to understand financial policies and procedures.

To apply: To apply, submit a CV and cover letter to application@yuwanepal.org by 7th December 2025, clearly mentioning the subject line “Application for Finance and Admin Officer”.

Qualified female candidates and candidates particularly from disadvantaged and socially excluded/marginalized groups are strongly encouraged to apply.

Applications will be reviewed on a rolling basis. Only short-listed candidates will be contacted for an interview.

Please visit our website for more information: www.yuwa.org.np

For more information, write to us at info@yuwanepal.org