Finance and Administration Assistant

Finance and Administration Assistant

Overall Responsibilities: 

This position will provide support to the administration on the procurement and logistics of MTaPS Nepal project activities under the supervision of Finance and Administration Manager

Administration (35%)

• Work with administration officer and coordinate with vendors on obtaining required goods and services
• Support on office administrative tasks such as printing, binding, photocopying and other necessary requirements
• Review SPARS team, government health facilities, CSD/DOHS in preparation of procurement plan
• Support on preparation of specification of items, identification of vendors, obtaining samples and assist in procurement
• Provide support to administration officer on procurements
• Support SPARS team to prepare and finalize distribution plan
• Receipt of goods and services from vendor and communicate/follow-up as required
• Ensure the quality of goods procured are in line with developed specifications
• Assist other procurement activities as needed for smooth implementation of the project support

Finance (30%)

• Assist Sr. finance and administration assistant on payments of vendors and related financial tasks.
• Co-ordinate with Sr. finance and administration assistant for payments to workshop / training participants
• Follow-up with vendors on invoices review the expenses with purchase orders
• Review travel and supervisory claims received from field visits and forward for payment processing
• Preparation of financial documents and assisting on settlements
• Work closely with Sr. finance and administration assistant on petty cash expenses and settlements

Events Management (30%)

• Support in organizing workshops/events in close co-ordination with technical team and consultants
• Provide support to technical team and consultants for preparing, disseminating materials for workshops/events
• Ensure all logistics support for workshops/events are managed timely and proper procurement process is followed
• Ensure records and correspondence of workshop/events are up to date and properly filed
• Review invoices of workshop/events, ensuring its accuracy and details are correct. And forward with all necessary documents for payment processing

Other Duties (5%)

• Provide support for a variety of office/administrative functions, as requested by team members.

REQUIRED MINIMUM EDUCATION

• Bachelors’ degree in Management

REQUIRED MINIMUM EXPERIENCE

• At least 2 years’ experience, in office management, administration and procurement

Preferred:

• Experience working with USAID funded projects

KNOWLEDGE AND SKILLS

• Having good interpersonal skills, sound judgment, communication skills, ability to identify and resolve operational constraints
• Demonstrated skills in Microsoft Office Suite applications, including Word, Excel, and PowerPoint 
• English fluency required including speaking, writing, and reading
• Ability to work independently, prioritize tasks and to take initiative
• Experience with managing the logistical aspects of workshops, training courses or meetings, including assistance with arranging for the travel, lodging, and registration of participants
• Familiarity with USAID preferred

COMPETENCIES

• Excellent interpersonal skills
• Manage work priorities
• Work in a team-oriented environment
• Able to meet deadlines and work under time pressure
• Experience of handling diverse range of complex situation

PHYSICAL DEMANDS

Travel requirements: Frequent travel within the country

Keyboard use, Scanning, filing, pulling drawers

Lifting general items, ETC.

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

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