Finance and Administration Officer (FAO)

The Story Kitchen

Details / requirements:

Position: Finance and Administration Officer (FAO)

Duration: One Year (Initially)

Application Deadline: 21 January, 2021

Publication Date: 14 January, 2021

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 her stories 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.

In the last 5 years, TSK has been working with women victims and survivors of Nepal’s 10-years long armed conflict utilizing storytelling as a truth-telling approach. Building on the previous success, TSK is expanding its work through various projects with funding from diversified donors.

If you are willing to be part of this challenging and exciting work, TSK invites you to apply for the position of Finance and Administration Officer (FAO). Below are the Terms of Reference for this position:

A)   Major Responsibilities

In close coordination with and strategic guidance from the Finance and Administration Coordinator (FAC), the Finance and Administration Officer (FAO) will provide support on financial management, accounting and administration management to maintain transparent, accountable and responsible internal control system within organization. FAO will work closely with FAC, Chief Executive Officer (CEO); Program Director and management team to implement financial and administrative planning. Below are the detail responsibilities:

1.   General Responsibilities:

  • Creating project accounts in the accounting system as per requirement;
  • Maintaining accounting controls by preparing and recommending policies and procedures;
  • Documenting financial transactions by entering account information;
  • Compiling information for internal and external auditors, as required;
  • Maintaining financial security by following internal controls;
  • Ensure that Staff Regulations and Financial Rules and Regulation (FRR) are adhered to.
  • Perform other duties with sensitive and confidential nature.

2.   Specific Responsibilities:

2.1    Financial management

  • Prepare and carry out day to day financial transaction, operate FAMAS software accounting system, comply with the accounting & financial and HR manuals of TSK organization and seek guidance from senior level if needed.
  • Prepare the financial transactions are properly authorized, recorded have adequate supporting documentation, filled, maintained.
  • Prepare financial statements and financial audits and submit to Admin & Finance Coordinator in monthly basis to verify financial transaction for reporting to the management and donors.
  • Maintain daily administration & financial transactions in compliance with the prevailing laws of government of Nepal and accounting principle of organization and funding partner's financial guideline.
  • Prepare vouchers and process for approval of competent/settlement/adjustment and ensure timely and proper posting of vouchers of TSK accounting system.
  • Carryout the bank and cash operations including cash count preparing bank reconciliation statement maintain cash and bank books and control including issuing cheques, bank transfer requests and other correspondences with bank.
  • Keep and maintain all financial documents in a custody properly and make available as and when required. 
  • Monitor petty cash and settled, ensure all expenses to relevant and approved project budget;
  • Monitor budget VS expenditure to track and monitor budget v/s expenditures as per approved budget of project and inform timely to FAC before submission of monthly financial report to Management and donors. 
  • Prepare monthly financial report and submit within deadline to the Admin & Finance Coordinator/Management as per donor’s requirements or in format with bank reconciliation of TSK organization with support of project admin finance staffs.
  • Participates in the preparation of quarterly and annually as well as other periodical financial  plans, management and control of the budget;
  • Take initiative and closely work with the project team monitor budget v/s expenditures as per approved budget of all projects/program;
  • Carry out any other financial as well operations tasks as assigned by the Admin& Finance Coordinator/ Management of the organization.

2.2   Administrative management  

  • Assist the Admin & Finance Coordinator in creating and revising systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; other implementing changes;
  • Assist the Human Resource Department in recruitment and placement during recruitment process.
  • Verify timesheets; leave records
  • Assist the project team and the senior team in the development of project financial and work plans;
  • Ensures assigned project related financial documents are properly documented and easily accessible;
  • Maintaining stock book /coding inventory of fixed assets and office supplies in consultation with the Line Manager and concern staff and ensure annual physical verification and ready for annual verification at audit time.
  • Take lead to prepare payment and ensure timely delivery of office utilities and other office logistics costs which include CIT, PF, TDS to respective organizations/agencies.
  • Providing assistance where needed for all the procedures for the annual renewal of the organization through visiting relevant government offices and non-government organizations for office related work and assist to make documentation/letter for submitting in respective organizations/government offices; thus seeking updated information and communicate accordingly to the Line Manager; 
  • Ensure timely delivery/collection of cheques/receipts and vouchers from the official vendors or suppliers;
  • Assist in coordination of logistics activities for visitors to the field and project sites including making hotel reservations and arranging transportation with support and in consultation with relevant staff/person;
  • Upon delegation, taking an acting role in an absence of the Supervisor of overall admin and financial part.

2.3    Reporting and Communication:

The FAO will be required to maintain active and regular communication with the following staff involved at various levels of the organization: 

  • Daily communication with the Admin & Finance Coordinator and team,
  • Regular communication with the  Program Department as and when required,
  • Regular communication with the Program Director and P & CEO as required

B)   Required qualifications, knowledge and experience: 

The applicant will have a Master’s degree in related faculty with 3 years of work experience or Bachelor’s Degree with 5 years of work experience in finance and administration related work. S/He/O will have a good knowledge of accounting standards and tax policies of Nepal with knowledge of E-TDS. Good working knowledge of computer and related software is desirable. The ideal candidate should have a passionate belief in The Story Kitchen's vision and mission.

The application should consist the following documents:

  • A cover letter, including salary expectations and possible date of joining.
  • A recent Curriculum Vitae with at least two reference name and contact information.

The application document must be sent to the following email address mentioning the name of the position in the email subject line. The deadline to submit the application is 21st January 2021.

Email: vacancy@thestorykitchen.org 

Only short-listed candidates will be contacted for interview. Telephone calls will not be entertained.

Overview

Category Finance & Administration
Openings 1
Position Type Full Time
Experience Please check details below.
Education Please check vacancy details
Posted Date 15 Jan, 2021
Apply Before 21 Jan, 2021
City Lalitpur