Admin and Finance Assistant

Job Description: Admin & Finance Assistant

Position Title: Admin & Finance Assistant

Organization: Karkhana Samuha

Report to: Provincial Coordinator

Location: Kalaiya, Bara

Duration: Full-time, 6 Months (with possibility of extension)

Salary: NPR 19,500 Basic salary

Deadline: 20th May 2026

About Karkhana Samuha

Karkhana Samuha is an NGO that focuses on making innovation in education inclusive and accessible to people, especially those on the margins, to achieve an equitable society.

At Karkhana Samuha, we practice participatory decision-making and co-creation by bringing partners, collaborators, and end users into every stage of our work. Our approach is guided by Human-Centered Design, helping us design with empathy and purpose. We use our Think, Make, Play, Improve (TMPI) Cycle as the foundation for how we design, create, and learn. We start by thinking creatively to shape ideas, then make quick prototypes to test and explore them. Through play, we reflect, gather feedback, and refine what works. These operational models are proven by academic literature and experience to lead to more innovative ideas and provide a meaningful voice to the intended end-users.

To make our process sustainable, we build Communities of Practice (CoP), spaces where educators, innovators, and partners learn together. We design learning resources that scaffold the growth of these communities and digital platforms that keep the learning ongoing, with the goal of gaining, sharing, and implementing knowledge to innovate locally and make a global impact.

Karkhana Samuha is part of the network of social enterprises, which comprises Karkhana Private Limited, a for-profit focused on designing STEAM learning kits, and Karkhana Global, a US-based non-profit focused on connecting innovative organizations in the global south with resources, expertise, and peers in high-income countries. All three partner organizations remain committed to a shared vision “to nurture a spirit of innovating locally to make a global impact,” but with varied missions and independent governance structures.

Job Purpose

The Admin & Finance Assistant supports the smooth day-to-day administrative and basic financial operations of the Kalaiya offce. The role focuses on offce management, inventory and asset tracking, petty cash and expense management, logistics coordination, and vendor support to ensure effcient, organized, and compliant field operations.

Accountabilities (Job Responsibilities)

1. Office Administration & Office Management – 35%

• Manage daily offce operations to ensure a functional, organized, and professional working environment.
• Oversee offce supplies, consumables, and utilities; monitor usage and initiate timely procurement.
• Maintain structured physical and digital filing systems for administrative and operational documents.
• Support scheduling, coordination, and administrative needs of program and field teams.
• Ensure proper upkeep of offce equipment, furniture, and facilities.

2. Inventory and Asset Management – 15%

• Maintain updated inventory and fixed asset registers for the Kalaiya offce.
• Conduct periodic physical verification of assets and offce supplies.
• Ensure proper tagging, documentation, and digital tracking of assets.
• Coordinate with the finance team on asset records, handovers, and reporting.

3. Petty Cash & Office Expense Management – 15%

• Manage petty cash in compliance with KS financial policies and procedures.
• Record all transactions accurately and prepare timely petty cash settlements.
• Track recurring offce expenses.
• Support advance disbursement and settlement for field-level activities.

4. Daily Operations Management – 10%

• Manage kitchen supplies and related recurring expenses.
• Maintain monthly lunch sheets and track staff-wise usage where applicable.
• Prepare kitchen and lunch expense summaries with supporting documents.
• Coordinate with vendors or service providers for regular offce requirements.

5. Logistics Support for Programs & Events – 15%

• Provide logistical support for training, workshops, meetings, and field events.
• Coordinate transport, venue setup, materials, refreshments, and accommodation.
• Support on-ground logistics during program activities and events.
• Ensure complete documentation and settlement of event-related expenses.

6. Vendor & Field-Level Coordination – 10%

• Identify, communicate, and coordinate with local vendors and service providers.
• Support basic vendor negotiation to ensure value for money and timely delivery.
• Maintain vendor records, quotations, and payment documentation.
• Support settlement and documentation of field-level program expenses.

Qualification and Experience

Essential Qualifications:

• High school diploma or equivalent required. Additional certification or training in office administration is a plus.
• Previous experience in an administrative role, preferably in the nonprofit or social impact sector.
• Basic understanding of petty cash, expense tracking, and documentation
• Proficiency in Microsoft Offce suite (Word, Excel, PowerPoint, Notion) and other relevant software applications

Skills

• Strong organizational and time-management skills
• High attention to detail in documentation, inventory, and expense tracking
• Basic numerical and record-keeping skills
• Elective coordination and communication with vendors and field teams

Attitude/Behaviour

• Detail-oriented and organized.
• Respectful, collaborative, and adaptable in dynamic field contexts

How to Apply

Interested and qualified candidates are requested to fill in this Google Form along with uploading their recent CV by 20th May 2026. In case of any queries, you can email to hr@karkhanasamuha.org.np.

Deadline to apply: 20th May 2026, 11:59 PM (Applications received after this date and time will not be accepted). Candidates living in project locations will be given preference.

Karkhana Samuha is an equal-opportunity employer and is committed to diversity and inclusion within its workforce. We strongly encourage applications from women, gender minorities, persons with disabilities, and individuals from Madhesh Province.