Finance and Administrative Officer (FAO)
Detailed Job description / requirements:
KOICA Empowering Rural Communities in Nepal through an Integrated Approach to Health and Income Growth Project
I. General Information
Job Title: Finance and Administrative Officer (FAO)
Sector of Assignment: Finance and Administration
Duty Station (city): Dhulikhel (Dhulikhel Hospital-Kathmandu University Hospital)
Project Site: Manekharka, Hindi, Salambu, Puttar
Duration of Assignment: 1 year (extendable based on performance & project duration)
Salary: Negotiable based on the experience and qualification
Title of Supervisor: Finance and Administration Team Manager (FATM)
Content and Methodology of Supervision:
Finance and Administrative Officer will work under the direct supervision of Finance and Administration Team Manager (FATM) and general guidance of Project Manager, Gounee Sung, and will report directly to the Supervisor. At the beginning of his/her assignment, a detailed work plan will be developed jointly by Finance and Administrative Officer and his/her supervisor and will include the detailed assignments, their timeline, indicators and targets.
The supervision will be conducted on a weekly basis through meetings between Finance and Administrative Officer and his/her supervisor where Finance and Administrative Officer will provide weekly update on the progress towards targets as well as challenges and lessons learned, and the supervisor will provide feedback and guidance.
Further, regular one-on-one meeting will take place with the supervisor to ensure adequate guidance, clarifications and feedback is being provided against the established work plan.
III. Duties, Responsibilities and Output Expectations
Background Information - Job Specific:
The role is responsible for supporting FATM with the day-to-day financial and Administrative duties of the project. He/she will be responsible for the following duties & responsibilities.
Duties & Responsibilities
- Day to day accounting transactions including petty cash, bookkeeping, cash accounts and bank reconciliations;
- Implementing accurate of expenditure in line with project budget and expenditure procedures;
- Preparing disbursement voucher, payment and receipt, including preparation of monthly financial reports;
- Preparing amendments of Agreements and Budget revisions when applicable;
- Preparing salary payment for all national staffs and calculations of overtime payments for Driver;
- Managing petty cash for small frequent payments to the suppliers/service providers for office running utilities and facilities
- In accordance with Security & Safety Policies in PMC Field office Administrative Guideline, Supporting business travel for all personnel in the Project Team;
- Supporting FATM to provide induction briefings to newly recruited staff and render support to consultants in the course of their assignment
- Preparing plans for the purchase of equipment, services, and supplies;
- Reviewing, comparing, analyzing, and approving products and services to be purchased;
- Maintaining good supplier relations and negotiating contracts;
- Researching and evaluating prospective suppliers;
- Preparing budgets, cost analyses, and plan/final reports
- Preparing of bidding document for service contract;
- Handling of whole bidding procedure for service contract
- Project document management: archiving relevant documentation;
- Keeping files complete and up to date in line with administrative procedures and filing procedures;
- Maintaining quality and accessibility of archive and files
(Asset and inventory management)
- Keeping an up to date inventory list of equipment, asset, office vehicle, and the relevant contracts and leases;
- Performing inventory verification at least two times a year and facilitating disposal for never to be used and damaged office equipment and assets;
- Ensuring that routine maintenance of vehicle and office equipment; computer, photocopier, telephone, electricity, water supply are placed and functioning well;
- Regular inventory check and purchase of office supplies and office pantry supplies;
- Ensuring comfortable and functioning facilities fit for work and office operation
- Preparing/drafting Contracts, Purchase orders, Waivers and related documents
- Monitoring all continuing service contracts & insurances and recommend for renewal in time;
- Proceeding with the necessary procedures for renewing a contract or contracting a new service company
(Appointments / Meeting)
- Screening telephone calls and answering queries with discretion;
- Arranging appointments/meetings and updating office calendar;
- Assigning cars for meetings and workshops on a priority and need basis;
- Preparation of workshops/events/meetings and taking minutes or notes upon request
3. Coordination and Liaison
- Liaising closely with FATM and/or PMO to progress project related tasks;
- Keeping the FATM informed of progress of the work and timelines;
- Support for coordinating and drawing agreements between the relevant stakeholders for effective and efficient implementation of the project.
4. Perform other duties as assigned by the FATM and Project Manager
Impact of Results: FAO directly impacts on achievement of project results by assisting FATM adhere to project management methods and strategies, reduced risks, cut costs and improved success rates. This consequently reinforces the visibility as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.
IV. QUALIFICATIONS and REQUIREMENTS
- Essential: Completion of Bachelor’s degree in Finance, Business Administration, and Accounting, International relations or related fields or in any of the areas relevant to the functions of the position
- Acceptable: +2 Diploma/Certificate in Management/Science with five years of combined national and/or international experience in relevant field (Finance & Administration)
- Essential: At minimum, three years of combined national and/or international experience in relevant field (Finance & Administration)
- Experience with finance & administration and/or development project of national or international institution
- Experience in ODA (Official Development Assistance) project, in international organization;
3. Knowledge & Skills
- Language skills: Proficiency in written and spoken English and Nepali
- Proficiency in Microsoft office (including Microsoft Word, PowerPoint, Excel)
- Substantial knowledge of standard logistics & procurements procedures and practices
- Demonstrated experience in ensuring compliance to existing organizational systems, processes and procedures;
- Good knowledge of tax rules and regulation of Government of Nepal
- Overall attitude at work: maintain integrity and take a clear ethical approach and stance; demonstrate commitment to the project team’s mandate and promotes the values of the team in daily work and behavior; be accountable for work carried out in line with own role and responsibilities; be respectful towards, and trusted by, colleagues and counterparts.
- Teamwork: collaborate and cooperate with others.
- Respect and promote individual and cultural differences: relate well to diversity in others and capitalize on such diversity
- Communication: express oneself clearly when speaking, write effectively, listen/shares knowledge
- Producing results: deliver quality results and take responsibility
- Moving forward in a changing environment: propose change and adapt to change
V. Background Information
Limited access to healthcare services and lack of income source results in low quality of life of people living in the project sites: Manekharka and Hindi in Sindhupalchowk district, Salambu in Kavre district and Puttar in Tanahun district.
Dhulikhel Hospital of Kathmandu University has established 21 outreach centers (ORCs) in rural areas across the country including the project sites, and dispatched medical and paramedical staffs. In addition, Dhulikhel Hospital also has launched the community development programs promoting income growth activities in addition to the provision of basic healthcare services through ORCs, so that community people can fully enjoy the provided services. These efforts are recognized as a new approach of rural development.
In recognition of this effort, Korea International Cooperation Agency (KOICA) has launched a new project titled “Empowering Rural Communities in Nepal Through an Integrated Approach to Health and Income Growth” by signing a Memorandum of Understanding between the Ministry of Foreign Affairs of the Republic of Korea and the Ministry of Finance of the Government of Nepal to support Dhulikhel Hospital with its development experience and expertise.
The Project aims to achieve well-being and improved quality of life in rural community as result of strengthened capacity for community development through integrated approach to health and income growth. Main components of project implementation includes: developing a Master Plan to operate outreach centers; workshops with relevant partners for community need assessment and knowledge sharing; capacity building of healthcare personnel, community leaders and members; supporting income generation of community people by cash cropping and other relevant activities; managing and evaluating progress and performance of the project; supporting construction of agricultural infrastructure and health facilities in the project sites.
VI. Agency Information
1. Korea International Cooperation Agency (KOICA)
KOICA is Korea’s leading development cooperation agency to achieve global social values and aims to fight global poverty and support sustainable socio-economic development in developing countries while at the same time strengthening Korea’s friendly relations with them. Setting health, education, governance, agriculture and rural development and technology, environment and energy as priority sectors, KOICA delivers grant-based programs through its development projects, international volunteer and fellowship programs, emergency relief provision, multilateral cooperation, etc. At present KOICA operates 44country offices around the globe.
Official website: http://www.koica.go.kr/sites/koica_en/index.do
KOICA Nepal Office has started its operation in Nepal since 1995 to maximize the effectiveness of Korea's grant aid programs for developing countries by implementing the government's grant aid and technical cooperation programs.
Official Facebook page: https://www.facebook.com/koica.npl
2. KOICA “Empowering Rural Communities in Nepal through an Integrated Approach to Health and Income Growth” Project Office
The Project office has established in March 2021 and members are consisted of international and national specialists in project management, health and agriculture of Korea Institute for Development Strategy (KDS) and Yonsei Global Health Center (YGHC)
KDS Official website: http://eng.kds.re.kr/Main/index.html
YGHC Official website: http://globalhealth.yonsei.ac.kr/english/index.php
Dhulikhel Hospital of Kathmandu University is the partner agency for the Project.
Interested candidates who meet the above mentioned are required to submit their application letter and recent C.V with contact details (email and mobile number) of referee for reference check via email to email@example.com no later than 6th May 2021 till 17:00 hours.
Inquiries are only accepted through e-mails.