Finance and Administration (F&A) Officer

1.BACKGROUND 

The Nepal School Safety Project (NSSP) is one of six projects that comprise the DFID ‘Strengthening Disaster Resilience in Nepal’ programme. Collectively, these projects look to achieve: Increased preparedness and improved capacity of disaster management systems and to build resilience to minimise the impact of natural hazards in Nepal

The Nepal Safer Schools Project (NSSP) aims to increase school safety in the mid and far west of Nepal. Through retrofitting and reconstruction, disaster risk reduction education, and institutionalisation with the Government of Nepal, the NSSP will look to make 200-250 schools safe learning environments. 

The NSSP is managed by a consortium of Crown Agents, the Nepal Society for Earthquake Technology (NSET), Save the Children and Ove Arup.  This recruitment is being managed by Crown Agents and the successful candidate will be hired on a Crown Agents project staff contract.  

Nepal Safer School Project is looking for a dynamic professional to take over the role of Finance and Administration Officer.

Appointment: Finance and Administration Officer, NSSP

May 2019

Reports to:Finance and Administration Manager

Terms of employment:Fixed Term/Project Employment Contract

Location:NSET Office, Bhainsepati, Lalitpur, Khatmandu

2.DUTIES AND RESPONSIBILITIES

The Finance and Administration (F&A) Officer will be based in the NSSP PIU office in Kathmandu and will work in close coordination with the Finance and Administration Manager for the overall financial management of the project expenditure and provide all the administrative support for the smooth functioning of the project. Finance Officer will work with the technical team of consortium partners to ensure that the smooth management of fund disbursed to School Management Committee (SMC) for the construction work. 

The Finance and Administration Officer will report to the Finance and Administration Manager.  They will be expected to cover certain responsibilities of the Finance and Administration Manager, as delegated, when the latter is absent.  

Specifically, the key responsibilities of the Finance and Administration Officer include: 

Accounting and Compliance:

• Receive invoices for payments, prepare vouchers and recommend for payments
• Update the cash and bank books (ECB) after each payment ensuring that balances is matched with cash on hand and bank.
• Conduct regular cash counts with the Finance Manager and ensure its accuracy and document the cash count process.
• Ensure that the minimum accounts balances are maintained in both our cash and bank books
• Check and review the project financial documents and sees that all financial transactions are sufficiently supported.  Ensure that all accounting transactions are in compliance with the different policies and procedures.
• Track project advances with staff and report the advance tracker in monthly basis to Finance and Administration Manager.
• Manage Petty Cash of PIU and Field Offices and staff travel expenses.
• Prepare timely reconciliations of all accounts on weekly and monthly basis.
• Ensure that all the tax deductions and deposits are as per the local legal requirements.
• Help finance manager in consolidating and compiling monthly cash flow forecast, and disbursements to State Coordinators are done on timely basis.
• Support  finance manager in maintaining and updating annual financial audit reports, quarterly financial report schedules, , monthly financial invoice of partners,review,paymenttrackers for all partners, spot check of financial record of partner and SMCs and respond to any ad hoc request.

Fiduciary Risk Management

• Conduct due diligence of SMC as per the checklist.
• Work with the technical team on detail construction budget of SMC. 
• Support the maintenance of a construction progress tracker
• Provide the tailor technical assistance to the finance team of SMC to ensure that all the accounting records of SMCs are as per the policies and procedures.
• Support SMC on their financial reporting, review of monthly financial report submitted by SMC, Track their payment request and disbursement of fund to SMC as per the MoU.
• Analysis the monthly budget of SMC against actual expenses.
• Work with the technical team to ensure that the procurement of SMCs are as per the government policy of procurement for the construction work.

Administration Management

• Manage payroll for locally hired personnel, ensuring accurate and timely payments are made to personnel and tax authorities;
• Manage the PIU Personnel Tracker (for NSSP staff who travel outside Kathmandu); 
• Manage and track personnel leave and timesheet;
• Ensure proper management of all office assets (which may include project vehicle) and ensure proper inventory control;
• Provide the logistic support to the program team in the Field.
• Support FAM in the procurement process (collection of quotation and documentation), annual supplier review. 

3.QUALIFICATIONS AND COMPETENCIES

• Bachelor’s degree in relevant area such as Finance/Accounting is essential with minimum 5 years experience in the related field.
• Progressive financial and administration management experience on international development projects; 
• Previous experience managing payroll personnel in Nepal (including managing tax remittances)
• Strong analytical and computer skills, especially with accounting software, spreadsheets and financial analysis; 
• Fluency in English and Nepali required;
• Ability to expertly manage competing priorities and have strong time management skills;
• Strong communication and interpersonal skills; and
• Excellent attention to detail and organisational skills.

Follow to link here to apply for this position within the deadline of May 17, 2019: 

https://www.crownagents.com/jobs/current-vacancies/detail/?jobId=372&jobTitle=Finance%20and%20Administration%20Officer