Admin and Finance Officer

Vacancy Announcement for Admin and Finance Officer

Publication Date: 17 July 2025

Closing Date: 24 July 2025

Panchtara Yuwa Samrakshak Manch (PTYSM) is a non-profit, non-governmental humanitarian and development organization based in Jajarkot and affiliated with the Social Welfare Council. Since 1997, PTYSM has been driven by passionate youth professionals and social workers dedicated to advancing rural development in Karnali Province. Our programs focus on food security, livelihoods, DRR, humanitarian response, education, protection, disability inclusion, and nutrition, with a strong commitment to equity, inclusion, and resilience particularly for women, persons with disabilities, and marginalized communities.

About the Project

Enhancing Access of Persons with Disabilities and Vulnerable People to Health, Rehabilitation, and Socio-Economic Services (EA Project) is being implemented in Jajarkot district by Panch Tara Yuwa Samrakshak Manch (PTYSM) in partnership with Handicap International Federation (HI). This project is designed to promote disability inclusion and climate change adaptation, specifically targeting disadvantaged and marginalized children and individuals with disabilities. The project focuses on identifying and addressing the rehabilitation, social, economic, and accessibility needs of persons with disabilities and other vulnerable populations. It also supports inclusive climate vulnerability and capacity assessments and facilitates community-led mitigation efforts to reduce the economic and health impacts of climate change.

In addition to direct service delivery, the project works to strengthen coordination and linkages with local-level stakeholders involved in social protection services. Emphasis is placed on knowledge management and internal learning to build capacity within program, administrative, and finance teams, ensuring the sustainability and effectiveness of interventions.

PTYSM invites applications for the Admin and Finance Officer under Enhancing Access of Persons with Disabilities and Vulnerable People to Health, Rehabilitation, and Socio-Economic Services (EA Project)

Location: PTYSM Centre Office, Khalanga, Jajarkot with 25% field visit to project locations.

Duration of Contract: Annual

Role purpose:

The Admin and Finance Officer is responsible for managing and overseeing all financial, administrative, and procurement functions related to the EA project. This includes ensuring compliance with organizational, donor, and government financial regulations, maintaining accurate financial records, preparing reports, supporting audits, and facilitating efficient procurement and supply chain processes. The AFO also supports documentation, reporting, and other operational tasks as required by the Programme Director, maintaining flexibility to perform related duties that contribute to the overall objectives of the initiative.

Scope of Role:

Reports to: Project Coordinator

Staff directly reporting to this position: Office Assistant

Budget responsibilities: NA

Main role and responsibilities:

1. Financial Management of the Project/Program

• General financial recording and bookkeeping using accounting software following the Chart of Account.
• Support and ensure all the payments are made following proper financial procedures.
• Ensure proper supporting documents for expense verification
• Preparation and administration of payroll adhering the required compliance.
• Issuance and settlement of of employee advance.
• Reconciliation of payable and receivable ledger.
• Preparation of bank reconciliation.
• Keep the scan copy of voucher with supporting document and submit to Project Coordinator.

2. Budgeting and Reporting

• Support the project/program team in preparation of monthly and annual budget.
• Analysis of administrative cost preparation and it’s sharing to each project on fair share basis.
• Provide financial analysis to the project/Program lead including the board
• Preparation of donor financial report and shared as per the agreed timeline to the donor and project lead.
• Orient non-financial employee on financial requirement of the project/program and organization.
• Preparation and analysis of fund/cash flow forecast

3. Financial Monitoring 

• Ensure each and every expense are valid and meets minimum financial requirements.
• Field monitoring from financial point of view.
• Provide financial analysis and monitoring during procurement
• Report any potential fraud and misusage identified during project implementation.
• Interlink the project/program finance with the overall organization financial management system.
• Implementation of suggestion and feedback provided by finance focal person and auditor

4. Admin and Supply Chain Management

• Support in procurement and supply chain including LTA with vendor
• Preparation of Annual Procurement plan 
• Monthly Supply Chain report
• Admin and logistic arrangement including vehicle management
• Asset management and handling

5. Compliance and Others 

• Ensure internal control measures are in place and are followed appropriately.
• Assist in all type of audit (Internal, donor, external)
• Any task as assigned by the supervisor and Programme Director.
• Liaised with government agencies such as, Tax Office concerning annual audit report, tax clearance etc.

Competencies: 

Academic Qualification and Experience: 

• Bachelor's degree in Business Studies, Business Administration, or a related field from a recognized university.
• Minimum of 2 years of relevant experience in financial administration and management within an I/NGO setting.
• Prior experience working on disability inclusion projects will be considered an added advantage.
• Proficiency in using computerized accounting systems such as FAMAS, IPAS, or similar platforms.
• Strong ability to manage project-level finances and effectively integrate them with the organization’s overall financial systems.

Sector Knowledge:

• Sound understanding of Generally Accepted Accounting Principles (GAAP).
• Proficient in both English and Nepali, with strong verbal and written communication skills.
• Practical experience in project budgeting, financial accounting, and reporting.
• Strong ability to communicate and present ideas clearly and effectively.
• Knowledge of tax regulations and financial compliance requirements.
• Demonstrated skills in mentoring, orientation, and providing training to staff.
• Excellent interpersonal skills with the ability to solve problems and manage time efficiently.
• Willingness to work under pressure, meet tight deadlines, and travel to project areas as required.

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of level of skills and experience.

Safeguarding obligation

We need to keep children, adult at risk, person with disabilities and community safe. The position holder is responsible to ensure that the conduct is in line with the PTYSM Safeguarding policy. Hence, our selection process includes rigorous background checks, reflects our commitment to the protection of children, adult at risk, person with disabilities and community from abuse, exploitation, and harassment.

Applying Procedure:

Interested and qualified candidates are encouraged to apply by submitting an updated CV (maximum of four pages) along with a cover letter to panchtara.jajarkot@gmail.com, addressed to The Human Resource Department, PTYSM Jajarkot, no later than 5:00 PM on 24 July 2025. Please ensure to mention the position title in the subject line of the email while applying.

Note: Applicants should mention the position title in the subject line of the email. Preference will be given to candidates with experience working on Disability Inclusion projects, as well as applicants from GEDSI groups (Women, Dalit and Persons with Disabilities). Candidates must also disclose any relationships with the organization or potential conflicts of interest in their application. Only shortlisted candidates will be contacted. Telephone inquiries will not be entertained. Any attempt to influence the selection process will result in automatic disqualification.