Admin and Finance Officer

JOB DESCRIPTION (JD) / TERMS OF REFERENCE 

(ToR)

Position Title: Admin and Finance Officer

Level/Grade: Officer

Duty Station: Saathi Head Office, Lalitpur, Nepal

Supervisor/Reports to: Program Lead

Co-Supervisor: Finance and Operations Manager

Anticipated Joining Date: December 1, 2026

1. Organizational Background

Saathi is a non-governmental organization established in 1992 in Nepal, working to prevent and respond to gender-based violence, promote gender equality, and empower women and girls.

2. Job Summary

The Admin and Finance Officer will be responsible for project-related financial management, accounting, administration, procurement, logistics, and documentation. The position holder will ensure compliance with approved project budgets, donor requirements, Saathi's policies, and applicable government regulations.

3. Key Responsibilities and Tasks

3.1 Project Financial Management

• Prepare and record project vouchers, ensuring appropriate supporting documents and approvals.
• Process project payments and maintain accurate accounting records.
• Prepare monthly financial reports, budget utilization statements, and bank reconciliations.
• Monitor project expenditures, cash flow, and outstanding advances.
• Ensure timely deduction, deposit, and reporting of applicable taxes.
• Support project audits, donor reporting, and financial compliance.

3.2 Project Administration and HR Support

• Maintain records of project-funded staff, including contracts, timesheets, attendance, and leave.
• Support payroll documentation and allocation of staff costs to relevant projects.
• Maintain organized electronic and physical filing systems for project documents.

3.3 Procurement and Asset Management

• Support procurement processes, including purchase requests, quotations, comparative statements, purchase orders, and goods received notes.
• Maintain project procurement records, asset registers, and inventory records.
• Ensure procurement complies with approved budgets, donor requirements, and Saathi's policies.

3.4 Logistics and Compliance

• Coordinate logistics for project meetings, workshops, training, and field activities.
• Ensure project expenditures are properly authorized, documented, and allocated.
• Support audits and follow up on financial and administrative compliance issues.
• Adhere to Saathi's financial, administrative, safeguarding, and other relevant organizational policies.

4. Education and Experience

• Bachelor's degree in Commerce, Management, Finance, Accounting, or a related field with at least five years of relevant experience; or a Master's degree in a relevant field with at least one year of relevant experience.
• Experience in project finance, accounting, budgeting, procurement, administration, and donor compliance, preferably in an NGO.
• Experience with FAMAS accounting software will be an advantage.
• Good knowledge of Microsoft Excel, financial reporting, and applicable tax regulations.

5. Competencies and Personal Specifications

• Good knowledge of accounting principles, financial procedures, and internal controls.
• Strong analytical, documentation, coordination, and time-management skills.
• Proficiency in written and spoken Nepali and English.
• High integrity, accuracy, accountability, and confidentiality.
• Commitment to gender equality, safeguarding, and Saathi's organizational values.

6. Reporting and Accountability

The Admin and Finance Officer will report to the Program Lead and work under the technical and functional guidance of the Finance and Operations Manager, coordinating with project-funded staff to ensure effective financial management, documentation, and compliance.

7. Application Requirements

Interested and qualified candidates are requested to submit the following documents:

• An updated CV/resume highlighting relevant qualifications and professional experience.
• A cover letter explaining their suitability for the position.
• Details of experience with FAMAS or other accounting software.
• Expected gross monthly salary.

Application Email: humanresource.saathi@gmail.com

Application Deadline: November 6, 2026, by 5:00 PM Nepal Standard Time.

Applications received after the deadline may not be considered.

8. Selection Process

The selection process will consist of the following stages:

1. Shortlisting: Applications will be reviewed against the advertised qualifications, experience, and requirements.
2. Written Examination: Shortlisted candidates will be invited to a written assessment.
3. Interview: Candidates who meet the required assessment criteria will be invited for an interview.

Only shortlisted candidates will be contacted for further assessment. Saathi reserves the right to verify the information provided by applicants and request additional documents as necessary.

9. Additional Information

• Saathi is an equal-opportunity employer and encourages applications from qualified candidates regardless of gender, caste, ethnicity, disability, or social background.
• Candidates must demonstrate integrity and commitment to Saathi's Code of Conduct, safeguarding policy, and organizational values.
• Any attempt to influence the recruitment process may result in disqualification.
• Saathi reserves the right to amend, postpone, or cancel the recruitment process, or not select any candidate, if deemed necessary, in accordance with its policies and applicable laws.

Anticipated Joining Date: December 1, 2026

Duty Station: Saathi Head Office, Lalitpur, Nepal