Finance and Administrative Officer

POSITION DESCRIPTION

Finance and Administrative Officer

Project Description

Deloitte Consulting and WSP, together with Georgia State University and the Niti Foundation are implementing a five-year USAID funded Public Financial Management Program (USAID PFM) whose purpose is to provide technical assistance and strengthen Public Financial Management (PFM) functions, performance, and accountability of targeted agencies at the federal, provincial, and local levels of government, and to provide targeted assistance to the Government of Nepal (GON) aimed at strengthening national PFM institutions and systems to sustainably advance PFM.

The project commenced in October 2022 and will run for a five-year period to October 2027. The major stakeholders of the project are selected Federal Agencies including Ministry of Finance (MOF), Ministry of Federal Affairs and General Administration (MOFAGA), Financial Comptroller General’s Office (FCGO), PEFA Secretariat, National Natural Resources and Fiscal Commission (NNRFC), National Planning Commission (NPC), Office of the Prime Minister and Council of Minsters (OPMCM), Public Procurement Monitoring Office (PPMO), Provincial Governments of Madhesh and Lumbini Province, and Local Governments located in these two provinces.

Finance and Administrative Officer – The Finance and Administrative officer will support the Project team in the execution of various project management functions. This position is Kathmandu based and responsible for supporting procurement and asset management, security requirements, travel and transportation, and office facilities and other administrative duties.

The Finance and Administrative Officer will work directly with the local operations team, and report to the Senior Finance and Compliance Manager. The position is fixed term for one year with possibility of extension depending on the requirement of the position after one year.

Responsibilities:

Finance

• Support the project finance team to collect the account payable supporting documents (travel related documents, claims, monthly or regular invoices payments etc.) including from field offices.
• Maintain records and keep logs of incoming bills and payable.
• Generate account reconciliation reports and present them to Senior Finance and Compliance Manager for approval.
• Any other tasks assigned by the Senior Finance and Compliance Manager.

Procurement and Asset Management

• Support the project team to manage vendor relationships and procurement of goods and services in accordance with USAID rules and regulations. 
• Assist in maintenance of proper filing and record keeping for procurement activities.
• Participate in continuous improvement of procurement processes, procedures and systems, and coordinate with the rest of the project team as appropriate.
• Maintain project team’s inventory tracking of office furniture and equipment and facilitate regular monitoring and checks from project leadership.
• Assist in the engagement in event management and procurement of goods and services for trainings/workshops/seminars/events, and field visits in accordance with the work plan.
• Help ensure that the necessary documentation is in place for procurement, including receipts.

Travel and Transport Coordination

• Support office drivers by reviewing and tracking inventory of vehicle maintenance activities, including fuel management and vehicle logs.

Office and Facilities Management

• Help manage filing systems, such as record management and analysis of office maintenance, kitchen and office supply expenditures to help manage the budget.
• Support tracking of office equipment, ensuring all assets are properly maintained. 

Security

• Work with the operations team to send weekly security reports and communications of threats to the team.
• Help manage all the first aid and emergency supplies at the office in case of any emergency situation.

Other Duties

• Perform ad-hoc tasks as needed, including but not limited to filing paperwork, tracking requests, and supporting other team members with their needs and per assigned by the Senior Finance and Compliance Manager.

Qualifications:

• Bachelor’s degree in business, administration, or Finance, or a related field.
• Additionally, any other relevant professional certification is desirable but not mandatory.
• Minimum of 3-5 years of experience in accounting /audit firm, administrative works or any other related areas.
• Experience working with development partners, and international organizations is an advantage.
• Demonstrated interest in project management and/or public financial management.
• Work experience in mobile banking platform desired but not necessary.
• Fluent in written and spoken Nepali and English.
• Detailed oriented and key time management skills.
• Team player, willing to take direction from project management and work with others.
• Strong organizational and interpersonal skills
• Sound computer skills including knowledge of Microsoft Office® applications, particularly Word and Excel; Experience with MS PowerPoint, Access or Project a plus.
• Strong interpersonal skills and writing skills.
• Flexible and adaptive personality.
• Willing to travel to project province offices when needed.
• Professional integrity and discretion in the handling of confidential information and data

Application Instructions: 

Click on the link Job Application  to submit online applications.

Additionally, interested and qualified individuals should email the following documents (if they can not submit online application only) to recruitment@pfm-nepal.com with subject line “Application for Finance and Administrative Officer.”

• Cover letter 
• Recent CV 
• Dates of availability 
• Contact information of three professional reference, and 
• Salary Expectation 

Application deadline: March 13, 2024 

Only shortlisted candidates will be contacted. The organization reserves the right to reject any/all applications without assigning any reason. 

Note: 

• The initial duration of the service will for 12 months with a probationary period of 3 months.
• The contract will be extendable on need of the role basis.
• Female, marginalized, differently abled and those from disadvantaged backgrounds are highly encouraged to apply for the position, as well as those residing in the provinces. 
• Only short-listed candidates will be contacted. 
• No telephone calls will be entertained, and any other direct or indirect solicitation may lead to disqualification of the candidacy.