Program Officer / Admin & Finance Officer

Vacancy Announcement for Various Positions

Second time published: 28th February 2025 

Community Development Center (CDC), Doti

Community Development Center (CDC), Doti is a Nonprofit, non-government, and nonpolitical Humanitarian development organization of Sudurpaschim Province. The core working sectors of the organization are inclusive and quality education, Health and Nutrition, DRR and livelihood, governance and advocacy, and child right and protection. The organization's target groups are Women, Dalits, marginalized group people, adolescents and children. The organization works its development partners (I/NGOs), private partner and government.

Community Development Center (CDC) is implementing Advancing Nutritional Status of School Children in Doti Project, funded by Ministry of Foreign Affairs (MoFA) Japan and supported by Good Neighbors Japan in partnership with Good Neighbors International (GNI) Nepal. This project is dedicated to enhancing the nutritional health of school-aged children in Doti. The project is implementing in two Municipalities of Doti district – Dipayal Silgadhi municipality and Shikhar Municipality. CDC hereby invites application from the qualified and experienced candidates for the following positions.

Thus, CDC Doti is looking for qualified, dynamic and self-motivated Nepali citizens for the following position to above mentioned project.

1. JOB DESCRIPTION AND JOB SPECIFICATION

1. SUMMARY

Program Officer is responsible for leading and managing project activities, ensuring efficient team mobilization and high-quality execution of WASH and nutrition initiatives in schools and communities. This includes coordinating with local governments, stakeholders, and community partners; overseeing budget management, financial compliance, and expenditure tracking; facilitating training, workshops, and capacity-building events; and conducting regular field visits to monitor progress and ensure alignment with project objectives. Additionally, the Program Officer ensures timely reporting, documentation, and adherence to government and donor guidelines to achieve sustainable project outcomes.

2. MAJOR DUTIES AND RESPONSIBILITIES

A. Planning & Implementation

• Plan and conduct district-level, municipal/rural municipal-level trainings, workshops, meetings, and other project-related events to build capacity and enhance engagement.
• Lead the execution of project activities by effectively mobilizing the project team to ensure timely and high-quality delivery of results.
• Oversee program logistics, including procurement of project materials and services, and coordinate with service providers to meet project needs efficiently.
• Collect, adapt, and utilize relevant resources such as IEC/BCC materials, training resources, and knowledge products from government and other organizations to adopt best practices for the project.
• Facilitate local governments and community stakeholders to establish Operation & Maintenance (O&M) funds and allocate child health and nutrition budgets to sustain school meal programs and WASH facilities.
• Organize and facilitate events such as Training of Trainers (ToT), orientations, meetings, and capacity development activities for school WASH and nutrition, child clubs, School Management Committees (SMCs), and Parent-Teacher Associations (PTAs).

B. Coordination, communication & network building

• Coordinate with the District Coordination Committee, District Administrative Office, local governments, project stakeholders, FCHVs, child clubs, Construction Committees, School Day Meal Management Committees, Community Health Workers, S-WASH-CC, NGOs/INGOs, and other relevant stakeholders as required.
• Build and sustain strong relationships with community partners, donors, government agencies, and non-governmental stakeholders to foster collaboration and shared ownership of project outcomes.
• Establish effective communication mechanisms between the project team and stakeholders to ensure smooth project implementation and information sharing.

C. Reporting & Documentation

• Provide regular updates on project-related issues to the relevant authorities within the organization and maintain close communication with the GNI project office.
• Report to the Project Coordinator-Advocacy and Liaison at GNI using prescribed forms and formats regularly (weekly, monthly, semi-annual, and annual), ensuring timely submission to concerned authorities.
• Prepare essential project documents, including round robins, activity proposals, event reports, success stories, project progress reports, and MEAL (Monitoring, Evaluation, Accountability, and Learning) reports.
• Collect and curate photographs and videos from the field, ensuring they are shared with the project team consistently to document and showcase project activities and impacts.

D. Monitoring and Evaluation

• Conduct field visits as needed to assess and verify the performance and progress of the project activities.
• Provide ongoing support and guidance to project staff (e.g., Sub-engineers, JTAs, and Community Mobilizers) based on their needs and monitor field activities on a day-to-day basis to ensure alignment with project goals.
• Assist and coordinate with the team and consultants mobilized by GNI for baseline and endline surveys, research activities, and data collection required for effective project implementation.
• Oversee daily project operations, monitor program activities, track progress against targets, and proactively address any issues or risks that may arise.
• Conduct regular field visits to ensure the quality and efficiency of project activity delivery, contributing to the achievement of expected outcomes.
• Facilitate joint monitoring visits, Local Project Advisory Committee (LPAC) and District Project Advisory Committee (DPAC) meetings, as well as engagements with media and other stakeholders to evaluate project progress and foster accountability.

E. Financial Management

• Manage the program budget and expenditure, ensuring full compliance with financial guidelines and regulations.
• Maintain accurate records of planned vs. actual expenditures and regularly update the concerned supervisor on progress, while submitting reports to GNI as required.
• Develop and oversee the program budget, ensuring financial resources are allocated and utilized efficiently and in alignment with the funding agreement.
• Monitor expenditure closely and reconcile financial records to ensure adherence to the approved budget.
• Track financial settlement progress and provide support to the finance officer as needed to ensure timely and accurate reporting.
• Ensure strict compliance with guidelines and policies set by the government, donors, and GNI Nepal to maintain transparency and accountability.

3. EDUCATION: 

• Bachelor’s degree in public health, education, development studies, social science, or any other relevant subjects.

4. EXPERIENCE: 

• Minimum of 3 years of experience in the development sector. Experience with WASH and nutrition projects is highly valued, with priority given to candidates who have experience in constructing WASH facilities.
• Strong communication, coordination, and interpersonal skills to effectively engage with diverse stakeholders.
• Proven ability to facilitate trainings, workshops, and other project-related events.
• Excellent report-writing skills in both English and Nepali, ensuring clarity and professionalism.
• Proficiency in computer applications, including MS Word, Excel, PowerPoint, email, and internet.
• Demonstrated ability to lead and manage projects under tight deadlines and resource constraints, with strong expertise in team mobilization, coordination, and supervision.
• Comprehensive knowledge of government policies and standards related to the construction of school kitchens, gender-friendly toilets, drinking water supply (DWS) systems, and waste management systems, particularly in community schools.

2. JOB DESCRIPTION AND JOB SPECIFICATION

1. SUMMARY

Admin & Finance Officer will be responsible for preparing and submitting weekly and monthly financial reports, managing petty cash, ensuring compliance with financial regulations, and overseeing cash and treasury operations. She/he will maintain accurate financial documentation, adhere to donor financial norms and policies, and lead audits and financial reporting processes. Additionally, she/he will provide comprehensive administrative support to the project office, ensure the safety and organization of office supplies, and manage staff records. The officer will oversee asset and inventory management, initiate proper documentation, support timely procurement, and ensure the efficient settlement of financial bills and vouchers. Furthermore, she/he will provide financial orientation to project staff, establish strong coordination with the project team, and follow up on financial activities to ensure timely completion.

2. MAJOR DUTIES AND RESPONSIBILITIES

A. Financial Management & Accounting System

• Prepare weekly and monthly financial reports as per the requirements in the prescribed format and submit to the concerned authorities at funding agency regularly.
• Implement and follow up on the recommendations and instructions provided by supervisor and external and internal auditors.
• Carry other financial and accounting-related functions as per the requirement of organization and funding agency.
• Keep updated records of all financial transactions in the FAMAS software. 
• Handle cash and treasury operations with advanced use of spreadsheets for tracking expenses and payroll system with tax applications, and controls for ensuring proper transactions.
• Prepare payroll systems, and verify receipts, invoices, agreements, and fund requests.
• Maintain accounting systems and prepare a monthly dashboard of project income and expenditure.
• Maintain petty cash in a safe box properly and conduct cash count every week.
• Ensure that the Fund received from the donor has been used solely for the project purpose with sufficient accountabilities/supporting documents.
• Ensure that all the financial and tax rules and regulations have been adhered to the government rules and regulations.

B. Software Operation

• Keep an updated record of all financial transactions in the FAMAS software.

C. Reporting and documentation

• Analyze the weekly, Monthly/periodic fund and report to the project authority. Prepare and submit weekly/monthly/periodical (i.e., mid-term and final) reports along with necessary supporting documents.
• Conduct monthly financial review meetings and share the financial dashboard of the project (program budget status and admin budget status)

D. Fund Management

• Maintain cost-effectiveness in the project and keep track of budget allocation as per POA. 
• Handle cash and treasury operations with advanced use of spreadsheets for tracking expenses and payroll system with tax applications, and controls for ensuring proper transactions.
• Share budget Vs expense status through the pictorial presentation in a monthly review meeting and when required.

E. Compliance

• Coordinate and carry out an internal and external audit on time in accordance with the donor’s guidelines and project requirements.
• Implement organization and funding partner financial policies and procedures and comply with the national accounting and financial policies and procedures.
• Carry out a financial monitoring visit as per the project need in consultation with concerned authorities.

Administrative duties and responsibilities:

A. General Administration

• Provide administrative support to the Project Office and maintain a good working environment in the work area
• Comply with the safety of office supplies, materials, equipment, and physical facilities.
• Manage administrative functions and establish internal control systems.
• Maintain updated documentation, filing, folders, and administrative data management in both hard copy and soft copy version
• Maintain staff attendance register, leave record, personal records, payroll, performance evaluation records, etc.
• Ensure timely payment of applicable TDS liabilities to the concerned authority of the Nepal government.
• Manage administrative functions and establish internal administrative systems and controls.

B. Assets and Inventory Management

• Keep a track record of assets and inventory and timely report to concerned authorities.

C. Coordination

• Support in recruitment process locally and keep the employee records by coordinating with the HR department. 
• Keep track/record of the training and workshops for staff.
• Work closely with the finance department of funding agency for technical support and guidance.

D. Procurement Function

• Engage in the procurement process as per procurement guidelines. 

E. Inventory Management

• Manage inventory and physically verify as per need.
• Prepare the inventory report of furniture, goods, and library of the project chronologically and submit it to the concerned authority.

3. QUALIFICATION, REQUIRED SKILLS AND EXPERIENCE 

• Bachelor’s degree in a relevant field (Finance, Accounting, Business Administration) (masters proffered)
• At least 3 years of professional experience, preferably working in the NGO sector as a finance officer.
• Proficiency in Microsoft Office and Financial software.
• Experience in financial planning, donor reporting and compliance. 
• Strong analytical and communication skills.
• Ability to work collaboratively and travel to field visit.
• Knowledge of tax law and proficiency in English and Nepali Language.
• Excellent interpersonal communication and learning attitude.
• Ability to use MS Word, MS Excell, Power Point and FAMAS accounting software.

NOTES:

Benefits:

As per Organization’s rules and regulation

Applying Procedure:

Interested candidates who have meet the above-mentioned required qualifications and experiences can apply by sending the application letter, updated CV to cdc.vacancy@gmail.com or applicants can also submit hardcopy at Community Development Center (CDC) Doti, Contact Office: Dipayal Silgadhi Municipality-6, Silgadhi Doti Provincial Office: Dhangadhi Sub-Metropolitan-5, Kailali. no later than 4th March, 2025 on office time 5:00 PM.

Only shortlisted candidates will be contacted for further selection process. No telephone inquiries will be entertained and any inappropriate recommendation might automatically disqualify the candidate from further processing. CDC, Doti respects child rights and strictly follows the child protection policy of the organization.

CDC Doti is an equal opportunity employer and strictly follows the merit-based selection. Qualified female, Dalit, candidates those from disadvantaged communities are strongly encouraged to apply.

@CDC, Doti reserves right to qualify/disqualify applications in any case.

Recruitment Committee

Community Development Center (CDC)