Admin &Finance Officer

Vacancy for Admin & Finance Officer

Women Act is a national level non-governmental organization (NGO) working to address gender inequality and for the empowerment of women and girls. We focus our efforts on promoting the social, educational, economical, and political development of Nepalese women, including advocating for women’s rights, eliminating discrimination against women including GBV, advancing women’s capacities and leadership skills, and amplifying their voices for peace and development at the national level.

Position Title: Admin &Finance Officer

Position Type: Full Time Permanent Position

Duty Station: Kathmandu (with travel to project areas as per need)

Experience: 3+ Years

Supervisor: Executive President

Position Summary

Under the overall supervision of the Executive President of the organization, the Admin and Finance Officer will be responsible for both financial and administrative works of the office. The major financial duties and responsibilities of the officer include accounting, software operation, reporting and documentation, cash flow/fund management, compliance. And, administrative duties and responsibilities are to conduct works related to general administration, assets management, coordination, procurement function, inventory management, etc. The incumbent ensures the compliance with donors’ rules and regulation and other relevant policies and procedures. S/he will also be guiding, coaching, monitoring the project staffs; and increase their financial and administrative management efficiency and effectiveness.

Duties and Responsibilities:

Financial Duties and Responsibilities

• Lead account/finance section.
• Responsible for financial management, with regular support to Executive President and project coordinators, in full adherence with donor compliances on finance.
• Maintenance of timely and accurate books of account (in Tally& hardcopy as per need) in accordance with organizational policies and procedures.
• Keep updated record of all financial transactions in the Tally software.
• Prepare financial reports (monthly, quarterly and annual financial) as per need and format provided by Donors.
• Coordination on preparation of management response in the queries and remarks pointed out by the donors and auditors of different projects.
• Prepare voucher, ensure proper budget coding, write payment voucher and submit for approval.
• Prepare budget, financial projection and plan as per need and when requested by the Executive President.
• Guide (monitor and supervise) project teams for financial management.
• Manage and safeguard invoices, cheque books, vouchers and financial documents.
• Ensure proper recording of all financial approvals, invoices/receipts/bills and proper documentation of all expenditure following organization’s procedures.
• Deal with banks and carry out monthly/quarterly bank reconciliation of existing bank accounts.
• Work closely with the Executive President to identify where changes to the budget may be required.
• Facilitate financial audit, coordination and finalization process.
• Monitor and manage expenditures with allocated budget.
• Ensure compliance of financial laws, SWC and donor requirements.
• Analysis of budget Vs expenditure of the projects regularly.
• Support Executive President and Consultants in various bidding and proposal submissions: planning and preparing proposals, especially drafting budget for proposed projects and activities.

Administrative Duties and Responsibilities

• Lead administration section.
• Provide administrative support to project teams.
• Manage water, electricity supply and telephone/internet lines.
• Comply with safety of office supplies, materials, equipment and physical facilities.
• Maintain office premises to provide good working environment.
• Implement administrative policies and procedures.
• Manage administrative function and establish internal administrative systems and controls
• Guide (monitor and supervise) project teams for administrative management.
• Maintain updated documentation, filing, folders and administrative data management in both hard copy and soft copy version.
• Maintenance of attendance register, contracting, logistical arrangement, maintaining of project document folders (staff, contracts, incoming and outgoing letters, etc.).
• Maintain office equipment, materials and properties.
• Keep records of the office supplies, materials and equipment.
• Keep track of proper use, maintenance and repair of physical assets and office including vehicles, equipment, furniture, etc. as necessary.
• Coordinate administrative activities and maintain monthly and yearly timetable.
• Support in recruitment process locally and keep the employee records by coordinating with project teams.
• Keep track/record of the training and workshops attended by staffs.
• Manage and monitor all petty cash expenses, and carry out periodic cash count.

Supervision Duties and Responsibilities

• Supervise support staffs: Admin and Finance Assistants, Drivers, Guards, Cleaner Cook etc.
• Supervise kitchen, inventory, storage, and distribution of foodstuffs and supplies.
• Make sure the kitchen is a safe and hygienic place to work.
• Support to plan kitchen Menus, apportion ingredients and use food surpluses.

Coordination, Reporting & Documentation

• Orient new staffs on organization’s HR and Financial/Admin policies.
• Coordinate with project teams in terms of budget allocation and expenditures.
• Prepare financial statements for all projects.
• Monitor and ensure project and administrative spending are in line with agreed budgets.
• Prepare regular financial reports, customized periodic reports and submit in timely manner.
• Provide regular updates to the Executive President on all finance-related matters.

Required Core Competencies, Qualifications & Experiences:

• Must be a Nepali citizen.
• Minimum Bachelor’s Degree in Business Administration, Accounting or Management(Master’s preferred).
• Having at least 3 years relevant experience in the field of finance/accounting and admin.
• Experience working with a NGO or other relevant organizations.
• Knowledge of current government's tax policies.
• Fluent in English & Nepali languages written and spoken.
• Excellent in accounting software, especially Tally.
• Good reporting, communication and interpersonal skills is required.
• Good in Office Package (Word, Excel, PowerPoint, Internet and Email).
• Ability to work in a multi-cultural as well as with busy working environment, handling with pressure of works and meet the deadlines.
• Comply and exercise Women Act’s values and commitment.

Duration: The initial contract will be for 1 year, with the option to extend based on the satisfactory performance.

Contract Date: Immediate

Interested candidates meeting the above criteria are requested to send updated CV and covering letter mentioning expected salary to vacancy@womenact.org.np by Friday, August 16, 2019.

Competent woman candidates from marginalized and disadvantaged communities are highly encouraged to apply. Only shortlisted candidates will be contacted for further steps of the recruitment process. Women Act reserves the right to accept or reject applications without assigning any reasons whatsoever.