Admin & Finance Officer

Terms of Reference (ToR)

Admin & Finance Officer – 1 Position (Salyan)

Project: Promoting Inclusive Education (Supported by Felm Nepal)

Duration: Initially one year with possible extension based on performance and funding availability.

Reports To: Admin and Finance Manager & Project Coordinator

Background

KOSHISH is implementing the Promoting Inclusive Education Project in Salyan District with support from Felm Nepal. The project aims to improve access to inclusive and quality education for children with disabilities and marginalized children through strengthening disability-friendly school environments, improving teacher capacity, promoting psychosocial wellbeing, enhancing community participation, and strengthening local government ownership of inclusive education systems.

To ensure efficient financial management, operational compliance, and smooth administrative functioning of the project, KOSHISH seeks a qualified Admin & Finance Officer to lead project finance, administration, procurement, logistics, and compliance functions at district level.

Position Summary

Under the primary supervision of the Admin and Finance Manager and the technical supervision of the Project Coordinator, the Admin & Finance Officer will be responsible for managing financial transactions, budgeting, accounting, procurement, logistics, human resource administration, and office operations to ensure efficient, transparent, accountable, and compliant project implementation in accordance with KOSHISH organizational policies and Felm Nepal donor requirements.

The position will play a critical role in maintaining strong internal controls, financial discipline, and operational efficiency to support quality project delivery.

Key Responsibilities

Financial Management and Accounting

• Maintain accurate accounting records, financial books, and project financial documentation in accordance with organizational and donor requirements. 
• Prepare vouchers, payment requests, journal entries, and supporting documentation for all financial transactions. 
• Review and verify reimbursement requests, staff settlements, travel advances, vendor bills, and supporting documents for completeness and compliance. 
• Maintain petty cash management systems and ensure proper reconciliation. 
• Conduct monthly bank reconciliation and support cash flow management. 
• Track project expenditure against approved budget lines and monitor burn rate. 
• Support preparation of financial forecasts, budget revisions, and expenditure projections in coordination with Project Coordinator and central finance team. 
• Ensure cost-effectiveness, value for money, and prudent utilization of project resources. 
• Prepare and submit monthly, quarterly, semi-annual, and annual financial reports in standard formats. 
• Maintain proper financial filing systems and documentation for audit and donor review. 

Procurement, Logistics and Asset Management

• Lead procurement processes in line with organizational procurement policy and donor compliance requirements. 
• Prepare procurement plans in coordination with project team and central office. 
• Ensure transparent quotation, vendor selection, procurement documentation, and contract management processes. 
• Manage logistics arrangements for trainings, meetings, workshops, monitoring visits, and field implementation activities. 
• Maintain updated fixed asset register, inventory records, and stock management systems. 
• Conduct periodic asset verification and ensure proper asset tagging, maintenance, and disposal procedures. 
• Ensure office equipment, project materials, and operational supplies are adequately managed and available. 

Administration and Human Resource Support

• Oversee day-to-day office administration and operational management at project level. 
• Support staff onboarding, orientation, contract documentation, attendance management, leave tracking, and personnel file maintenance. 
• Maintain updated HR and administrative records in coordination with central HR unit. 
• Coordinate staff travel arrangements, accommodation, transport logistics, and administrative support during field implementation. 
• Orient project staff on organizational administrative, finance, procurement, safeguarding, and donor compliance policies. 
• Ensure timely submission of administrative documentation and compliance records. 
• Coordinate with central office and field teams to address operational and administrative needs. 

Compliance, Audit and Risk Management

• Ensure compliance with: KOSHISH financial policies, procurement procedures, HR policies, donor regulations, and government tax requirements. 
• Ensure timely filing of statutory tax obligations including TDS / ETDS and other required government compliance processes. 
• Support internal audits, donor reviews, compliance monitoring, and external audits. 
• Maintain audit-ready documentation and supporting records. 
• Identify financial, administrative, and operational risks and recommend mitigation measures. 
• Support strengthening of internal control systems and accountability mechanisms. 

Coordination and Operational Support

• Work closely with Project Coordinator and project team to support efficient implementation of approved plans and budgets. 
• Provide operational support during donor visits, review meetings, monitoring visits, and major project events. 
• Coordinate with municipalities, vendors, service providers, and relevant stakeholders for operational and logistical arrangements. 
• Ensure smooth communication between district office and central office regarding finance and administrative matters. 

Safeguarding, Ethics and Accountability

• Ensure compliance with organizational safeguarding, child protection, and Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH) policies in all administrative and financial operations. 
• Promote ethical conduct, transparency, and accountability in procurement and financial management. 
• Ensure complaint and feedback mechanisms are accessible and properly handled in accordance with organizational policy. 
• Maintain confidentiality and integrity in handling organizational information and records. 

Other

• Perform other relevant duties assigned by the Project Coordinator, Admin & Finance Manager, or Program Manager in support of effective project delivery.

Qualification and Experience:

• Bachelors in Commerce, Business Administration, or Finance (Master’s preferred).
• Minimum 3 years’ experience in financial and administrative management in development projects.
• Proficiency in accounting software (Tally, Excel).
• Strong organizational and analytical skills.
• Proven experience working in diverse and multicultural teams.
• Strong Command on MS office and fluency in both written and spoken English and Nepali.
• Demonstrated experience working with local governments, schools, and community structures.

Salary: Negotiable as per competence and experience

Applying Procedure:

Interested candidates are requested to fill in the application CLICK Here

The applications will be reviewed on a rolling basis; however, the last date for submission is 10th September 2026.

Note:

1. Eligible candidates with disabilities, women and from the local area are encouraged to apply.
2. KOSHISH reserves the right to accept or reject any or all applications without assigning any reason whatsoever.