Finance Coordinator

POSITION DESCRIPTION 

POSITION TITLE:  Finance Coordinator  

LOCATION: Kathmandu, Nepal, with travel to districts 

REPORTS TO: Finance and Administration Manager 

MATRIX MANAGEMENT TO: Grants and Contracts Specialist 

SUPERVISE TO: TBD 

CONTRACT LENGTH: 12 months 

BACKGROUND: 

Nepal is a source, transit, and destination country for sex, labor, and organ trafficking. A 2014 report estimates that 230,000 Nepalis are subject to slavery at any given time, and nearly 30 percent of the economically-active population is unemployed or underemployed. The Hamro Samman project is a five-year program generously supported by the American people through the United States Agency for International Development and the British people through the United Kingdom’s Department For International Development and implemented by Winrock International. It seeks to build the capacity of and facilitate coordination among the GON, civil society, and private sector to combat human trafficking in Nepal.  

POSITION SUMMARY: 

Finance Coordinator will work with Finance and Administration Manager to ensure compliances of local laws, policies and procedures in accordance with Winrock International and USAID. Since the position includes direct line management and matrix management, the percentage of (%)  of time is determined in responsibilities.  Finance  Department  (60/70%)  and  Grants Department (40/30%).  

ESSENTIAL RESPONSIBILITIES: 

Financial Management 

• Ensure implementing and maintaining in-country policies, procedures, forms, and record maintenance systems that adhere to Winrock International and USAID standards and requirements. 
• Review all expense and claims,  ensure all receipts for accuracy,  relevance,  and legitimacy; ensure completeness of the documents as per the Organization Policy and procedure. 
• Travel Advances and expenses: Review all travel documents, ensure the completeness of documentation and accuracy. Monitor the travel advances and ensure the timely settlements. 
• Payroll: Review salaries and accrual/use of fringe, including monthly amounts, bonus, gratuity, etc. in compliance with signed Employee Agreements.  
• Enter all financial transaction in quick book system. 
• Weekly and Monthly Reporting: Prepare the weekly reporting as per the Winrock HQ requirement, complete the monthly reporting requirement and all annexes as per the Winrock Policy requirement. 
• Work closely with Admin and procurement team to support the procurement process, ensure the accuracy and completeness of the Policy and procedure. 
• Ensure maintain all records in accordance with Winrock, USAID and Nepali requirements. 
• USAID  fiscal requirements: Ensure the preparation  of  USAID-requested projections, estimates, VAT tax forms, budget modification requests, etc. on routine schedule and as requested by FAM.  
• Ensure bank reconciliation has no discrepancies and report to FAM timely. 
• VAT Claim: Ensure all VAT invoices above NPR 10,000 are scrutinize and enter in the IRD site of VAT Claim. Complete the VAT claim process and reconcile. 
• TAX: Ensure that TDs are accurately calculated in all payment. ETDS is timely completed and submitted to IRD. 
• Audit: facilitate the Audit process for the Hamro Samman Project. 

Grants Financial Management:  

• Maintain financial controls and procedures for the management of funds and sub awards/contracts. Manages and monitor the subaward’s fund request and timely disbursement.   
• Review financial report of partners and support ensuring accuracy of documentation.  
• Ensure complete backup documentation for cash payments to grantees is submitted to project’s Finance Team. 
• Manage VAT reconciliation of partners along with refund amount and following with if any issue arises.  
• Manage all financial reporting and the payment distribution process which may  at times a transactional role. 
• Work very closely with the Finance and Grants to facilitate grant projections, disbursement and reporting, ensuring compliant documentation, and, as requested by the CoP and other respective authorities. 
• Support in development and modification/revision of partners budget and narrative as per USAID rules and regulations.     

Accounting principles and management: 

• Accounts Payable: Assist the Finance & Administration Manager (FAM) to generate, record, execute and reconcile payments through all stages, generation of check and wire requests, data input into QuickBooks, and bank statement reconciliation. 
• Accounts Receivable: Assist FAM to develop monthly projections for cash flow needs and prepare request to Winrock; follow through receipt of funds and bank reconciliations. 
• Ensure advances and deposits are timely settled.   

Budget management: 

• Develop procedures for monitoring and analyzing project budgets, which allow accurate projection of expenditures and comparisons of actual and budgeted spending.  
• Coordinate monthly requests for funds, based on budget and cash flow projections, to ensure the project has all necessary funds for operations.  
• Work collaboratively with teams in the funding proposals, budgeting and reporting 
• Carry out monthly reviews with the team. 
• Support team to monitor their activities and milestone accurately in order to flag issues in a timely way. 

Record and reporting: 

• Records Retention: Organize and ensure all records and files in accordance with general audit standards (GAAP) and USAID requirements. 
• Ensure all accounting records in accordance with audit standards (USAID and local), and oversee on-site work with auditors, as appropriate. 
• Prepare documents, reports and analysis, as requested by FAM. 

Donor Relation: 

• Ensure donor compliance on all financial management.  
• Ensure donor reporting as per prescribed format on time.  

Team Management 

• Understanding and supporting team to technical support.  
• Ensure project team, partners are on-track with their requirements, so the project plans remain on-track.  
• Capacity building to Hamro Samman teams on effectively execute the desired outcome.  

Internal coordination and collaboration: 

• Coordinate and collaborate closely with Program Team, home office and field office. 

External Liaison and Networking: 

• Develop and maintain association and liaison with relevant stakeholders 
• Actively represent with financial and grants management forums and stakeholders. 

Other duties as assigned. 

QUALIFICATIONS:  

Education:    

• Bachelor's degree in Financial Management or related field. Master’s degree preferred.  

Technical:    

• Minimum 5 years’ relevant experience working on Financial management. Progressive Grants management experience on USAID Projects or international development projects in Nepal.  

Experience: 

• Experience of working in international projects to the highest ethical standards  
• Experience on USAID project is preferred 
• Experience on Quick book 

Skills/Knowledge:   

• Knowledge and understanding of Nepali accounting and labor rules and requirements  
• Demonstrated working knowledge of USAID rules and regulations is desirable  
• Ability to do the best negotiation to fit the organizational objectives 
• Sound knowledge of donor contracts, financial and accounting regulations and procedures 
• Strong recording and documentation skill required 
• Strong Coordination and effective communication skills required 
• Strong  computer  skills,  especially  with  accounting  software  such  as  Quickbooks, spreadsheets, and financial analysis  
• Knowledge of and adherence to USAID and Winrock International’s code of ethics, and specifically child safeguarding and trafficking in persons provisions covered in the project agreement. 
• Proficiency with word processing, spreadsheet, and presentation. 

Core Competencies: 

Professionalism: Strong knowledge of the relevant technical areas. 

Planning & Organizing: Ability to plan work and manage conflicting priorities. 

Communication: Good spoken and written communication skills, including the ability to liaise with technical staff and present information in a clear and concise style. Fluency in written in English. 

Teamwork: Good interpersonal skills and ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. 

Analytical skills: Ability to analyze information and solve problems with excellent attention to detail. 

To apply,

please submit your application by email, referencing in the subject line “Finance Coordinator”, to HamroSammanRecruitment@winrock.org  on or before September 03, 2020. 

Your application must include a cover letter and C.V. Hard copies of applications will not be accepted. 

Only short-listed candidates will be contacted. No phone calls please. 

Women, people with disabilities, and those belonging to discriminated groups are strongly encouraged to apply.  

All employees should adhere to USAID, UK aid and Winrock International’s code of ethics, and specifically child safeguarding and trafficking in persons provisions covered in the project agreement.  

EEOE/AA.