Project Coordinator / Admin and Finance Officer / Community Mobilization Officer

Bheri Environmental Excellence Group (BEE-Group) Banke

Detailed Job description / requirements:

Vacancy Announcement

(First Time Published Notice)

Bheri Environmental Excellence Group (BEE-Group) is an autonomous, independent, non-partisan, and non-governmental organization. It was established in 2000 AD, registered in District Administration Office, Banke, and affiliated to the Social Welfare Council, Kathmandu. BEE-Group has been doing collaborative advocacy for the protection and promotion of human rights, establishment of social justice, gender equality, and social inclusion and environmental conservation, and community development through the community empowerment and mobilization for meaningful participation and networking since its establishment in the Lumbini and Karnali Province of Nepal with building a trustworthy reputation.

BEE-Group is going to implement an anticipated project, namely the Supporting Occupational and Environmental Health project partnership with MdM France. And BEE-Group is seeking qualified, experienced, self-motivated following staff members for the mentioned project. The project aims to support and strengthen the livelihoods, wellbeing, environmental and occupational health of farmer groups and west workers exposed to chemicals, physical and infectious toxic factors.

1. Position: Project Coordinator – One

Duty Station: Based at BEE-Group office, Banke and frequently visit to project area

Job Summary: The project coordinator will be responsible for providing overall leadership in reporting to the partner organization and donor agency. The major duty includes; design the project activities, budgeting, and implementation, monitoring and reporting as a team leader. Facilitate the local government and civil society organization for strengthening the system for sustainable livelihoods, wellbeing, environmental and occupational health of the farmer groups and west workers. The coordinator will also be responsible to play an effective role in carrying out the synergy between the local governments and like-minded stakeholders to achieve the desired results. 

The PC will work under the direct supervision of the BEE-Group Executive Director (ED) and will ensure activity implementation and track the project results with coordination and collaboration of partner organization MdM-France and stakeholders’ i.e. local government, and like-minded organizations. The PC is also directly involved in the facilitation, efficient and timely implementation of the project activities according to the detailed implementation guideline and budget planning and implementation and team mobilization. The PC will ensure the success of a project as per the MEAL framework and project’s log-frame and contribute to further development of the program. The PC will work in close coordination with the technical support of MdM-France field Office Nepalgunj. 

Key responsibility: 

  • Ensure effective and efficient planning and implementation of the activities under the project objectives, results, indicators and strategy with desired output within the approved time frame of the project document, budget and work plan,
  • Ensuring that the adequate understanding of the project plan and approaches by staff and stakeholders and provide necessary technical guidance to them.
  • Ensure that the project objectives and targets are achieved in a timely manner and that activities are carried out according to standards: the major outputs are
    • Waste workers and farmers strengthen their individual and collective capacities to prevent harm related with waste management and pesticide use, and mitigate environmental exposure contributing to improved wellbeing and health, 
    • Waste workers and farmers have access to quality health care and occupational health services, through existing health facilities,
    • Coordination between local governments and like-minded stakeholders is improved and contributes for safe and decent practices in waste management and farming as well as recognition of environmental, social and health consequences due to waste handling and pesticide use,
    • Sustainable alternatives and initiatives are supported in waste management and organic farming, contributing to safeguard health of targeted workers, community, and environment.
  • Support and facilitate to project team and mobilize them for conducting regular meetings within the project team, share relevant information with ED, Executive Committee discuss on the problems & solutions and create a constructive work environment.
  • Ensure proper management of financial transaction referring to the compliances. And ensure for the quality implementation of budget related responsibilities
  • Documentation, generation of appropriate knowledge product as per the project plan and Reporting to the partner organization and donor agency according to the agreed standards and timely manner. 
  • Work closely with the local government, civil society organizations and ensure that the highest level of coordination for smooth implementation of project interventions.
  • Support and facilitate the project team for collecting the project progress, challenges and opportunities and report to the BEE-Group ED and partner organization regularly. 
  • Ensure practice is established for reflective learning environment within a project team, and organization and functioning of strong and effective teamwork.   
  • Implement and follow up effective monitoring and evaluation mechanisms in coordination with MdM-France field office Nepalgunj, to ensure project objective.
  • Prepare Detail Implementation Plan, annual, quarterly and monthly plans and Standard Operating Procedures for execution of the project activities in accordance with the logical framework and global Gantt chart.
  • Contribute to develop guidelines, templates, training and support to project members involved in data collection, ensure the monitoring tools are operated correctly.
  • Be accountable for the entering of data in relevant tools, such as Monitoring tool (Moni-tools), for the project activities. Contribute to analyze of programs’ results and potential corrective measures to be taken, in collaboration with BEE-Group ED and MdM team. 
  • Responsible for periodic reporting (quarterly, semi-annual and annual) of both programmatic and financial in a quality and timely manner to coordination office in Nepalgunj as per need of MdM France, funding agencies etc.
  • Prepare, implement, and facilitate evaluation process according to the initial project timeline and in coordination with government authorities and MdM-France coordination team. 
  • Support to prepare and implement learning capturing and dissemination plan and to ensure that learning and knowledge of the project and activities are effectively captured and disseminated to help for achieving organization's objectives. 
  • Coordinate with other stakeholders (i.e., consults, government, academia, I/NGOs, research institutes etc. as relevant) to share the project's knowledge as well as to encourage them on capturing and disseminating learning and knowledge related to the project interventions. 
  • Lead the team to prepare and disseminate learning capturing and disseminate plan.
  • Assist to update the organizational periodic and safety security plan and others responsibility assign by supervisors.

Competencies and personal specification: 

  • Strong conceptual, interpersonal communication, negotiation, facilitation and representation skills with working experiences in areas of environmental and occupational health safety.   
  • Proven knowledge, skills and experiences for leading team, building relationships and working in partnership with local government, civil society organizations and maintaining the congenial working relationship with all stakeholders. 
  • Demonstrated knowledge and skills on sustainable and climate smart agriculture technologies for the smallholder farmers. 
  • Demonstrated skills in team-building with an ability to coach and mentor the project team.  
  • Proven knowledge and skills in program planning, implementation, monitoring and reporting.
  • Proven experiences in working with diverse community, cultures and ability to cope stress and decision making with appropriate communication. 
  • Good commanding in English and Nepali both written and spoken with MS PowerPoint, Word and Excel. 

Education and Experience:

  • Bachelor's/Master's degree in Agriculture Science or Public health or Rural Development or Social science from recognized institution with preference to Agriculture science with five years of work experience in sustainable agriculture practices, environmental and occupational health of the farmer groups and west workers.
  • The candidate must have a valid motorbike/scooter license and be willing to travel in the community frequently.

2. Position: Admin and Finance Officer – One  

Duty Station: Based at BEE-Group office, Banke and frequently visit to project area

Job Summary: The Finance Officer will be responsible to provide support in finance, administration and logistics management for project and organization, and ensure that financial records are maintaining properly; including processing journal vouchers, reconciling accounts and preparing reports. Ensure all required compliances, which include budget details forecast, payment and disbursements; procurement review; monitoring and reporting. The position reports to the project coordinator and partner organization.

Key Responsibilities: 

A. Manage Accounting System 

  • Prepare the accounts payable of travel and business advance on time with approval of supervisors on time.  
  • Accounts payable for payments to suppliers and vendors with ensuring all the supporting documents on time.  
  • Ensure the tax calculation and deduction on the source of payment as per Income tax act of Nepal. Preparation of Tax, cheque and deposition on time. 
  • Management of office Petty Cash disbursement regularly with proper cash balance as the organizational policy. 
  • Prepare cash disbursement voucher as per Financial Management Policy and enter valid account code, cost center, donor combination, project number on all vouchers according to chart of account.

B. Record keeping and reporting 

  • Ensure all vouchers are developing with reference of finance policy and procedure. 
  • Real-time data entry and provide required information to the concerned.
  • Preparation of trial-balance and bank reconciliation and develop the financial report as prescribed format and submit to the concerned as timely manner.

C. Ensure sound internal control systems and excellent stewardship in communities 

  • Conduct financial monitoring of program activities as per the financial monitoring tools and risk factors.  
  • Report the observation findings to the supervisor upon conducting each financial monitoring and provide recommendation for improvement.  
  • Responsible for review, analysis and submit the financial reports with compliance are meeting. 
  • Assist and orient to the team in using the forms and format maintaining the consistency for finance and procurement.  
  • Assist the program team in developing budgets, standard costing, implementation plans and help determine any necessary arrangements including cost-sharing.
  • Support to Project Coordinator to review the project detailed implementation plan and budgets to determine optimal utilization/allocation of funds of project. 
  • Manage cash flow concerning the project activities, including the timely release of funds and cash forecasting to ensure smooth implementation of project intervention with close coordination of Project Manager and Executive Director. 
  • Ensure minimum financial standards and compliances are applying as agreed between organization and donor.

D. Administration, Maintenance and Communication  

  • Implement safety measures and contribute to conduct regular safety (SOPs) briefing regarding equipment, movements and means of communication to staff.
  • Responsible to document and file the legal and statutory records, maintain and update files with legal and statutory documents safe, confidential and accessible, and ensure to record all contractual documents.
  • Handling, receiving, and responding the phone calls, letters and information.
  • Participate in internal work meetings and discuss on logistic and operational issues. Attend meetings/trainings, when organized or requested.
  • Values in the approach to work and relationships with colleagues and fellow friends
  • Maintain highest working ethics and integrity
  • Manage office supplies stock and place orders
  • Prepare regular reports on expenses and office budgets
  • Maintain and update business partner databases
  • Organize a filing system for important and confidential documents
  • Answer queries by the employees and clients regarding finance and compliance
  • Assist to project team in logistic arrangement  for meetings, trainings, workshop and other program as required
  • Distribute and store correspondence (e.g. letters, and packages)
  • Arrange travel, accommodations and guest relations as per necessity
  • Organize and manage the schedules and calendars for the project team 
  • Receive and process the communication channels, including email, phone, and physical mail
  • Develop a payroll and personnel database for human resources in the project
  • Ensure functionality of necessary office equipment, and requisitioning new equipment and supplies as needed
  • Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces
  • Attend meetings and record notes and messages for the project team 
  • Perform duties as assigned by supervisor

E. Procurement, logistics and maintenance

  • Responsible for local procurement of the goods and services following the standard practices, in rational and systematic manner in adherence to procurement guideline as abide by all prevailing compliance and ethical procedures, respecting the humanitarian rules.
  • Maintain the transparency of the process, the commercial rules about fair competitiveness; standardize the local market, maintaining the quality of goods/service to be procured, considering the operating and maintenance costs.
  • Avoid situations and conditions that may involve or show connections with conflict of interest, corruption, fraud, financial malfeasance by ensuring the transparency in the use of procedures. Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
  • Control order performance, including delivery, receipt, warranty, damages, reconcile or resolve value discrepancies. 
  • Prepares all appropriate and complete documentation from Purchase Request to donation/stock consumption including but not limited to quotations collected, evaluation grid, supplier details, product details etc.
  • Maintain regular communication with local stakeholder and beneficiaries for providing logistics support in field operation.
  • Organize the logistics arrangement for project activities such as workshops, trainings, seminars, meetings etc. and participate in program support.

F. Fleet Management

  • Inspects and ensure the staff safety, and vehicle use guidelines in rented/owned vehicles. Make sure that the drivers drive the vehicles in the respect of the safety rules.
  • Ensure proper recording on fleet management of vehicles (owned or rented) (e.g. logbooks, fuel consumption etc.)
  • Responsible to book hotels, flights and accompany visitor logistics support need etc. as per approved/ shared travel plans.

G. Stock and Asset

  • Ensure that all equipment is well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, safety, access, etc.). Update the inventory record of the equipment, furniture and other items including periodic physical verification of inventories and report. 
  • Responsible to maintain the regular need of office including but not limited to stationaries, office supplies, drinking water, tea/coffee, electricity, cleaning, communication, and other essential items in the field complying the environment policy and other relevant guidelines.
  • Route, schedule, pack and prepare orders for delivery; load vehicles; schedule and oversee deliveries and pick-ups.

Competencies and personal specification: 

  • Proven knowledge and practical skills on accounting software handling and reporting
  • Strong knowledge and skills on charts of account management of overall software-based financing system at the organization.
  • Proven knowledge and skills regarding the office administration and proper management day to financial tractions with respecting the organization's policies.  
  • Strong knowledge and practical skills on different forms and formats, use in financial traction and procurement. 
  • Strong practical knowledge of MS Word, Excel and PowerPoint
  • Proven experiences in working with diverse communities, cultures and ability to cope the stresses and decision making with appropriate communication. 
  • Good commanding in English and Nepali both written and spoken at professional level.

Education and Experience:

  • Bachelor's Degree in Finance Management and Accounting from a recognized institution with at least five years of work experience working with I/NGOs in a similar field. Preference will be given to a Master's Degree with at least two years of work experience in the similar field.

3. Position: Community Mobilization Officer – One  

Duty station: Field Base in Nepalgunj

Job Summary: The community mobilization officer will be responsible for planning and implementation the project activities in the field especially with Waste workers group in Nepalgunj sub metropolitan city. The CMO reports to the project coordinator. The major duty includes; implementation of community mobilization methodology in field activity, group mobilization, social mapping and prepare data set of West Workers (WWs) and related stakeholder, support in designing the project activities, budgeting, and implementation with close coordination of project coordinator. Support and facilitate to the local government, WWs CSO, cooperatives, and groups for strengthening their capacity to ensure environmental and occupational health safety and fostering for sustainable livelihoods. The CMO also facilitate in strengthening the capacity of the waste workers for their occupational risk mitigation, promote safe and descent work environment with focus 3R strategies for waste management. The CMO will also be responsible to play an effective role to bring synergy between the like-minded stakeholders to achieve the desired results.

Key Responsibility:

  • Lead in smooth implementation of the project activities in the field as activity implementation guideline mobilizing to Waste Workers (WWs) group, cooperatives and other stakeholders and providing necessary technical guidance.  
  • Quality delivery of the project activities, including the training, workshop, and support to the targeted community and individual promptly for establishing and functionalizing the local systems and sustainably developing the required manuals and guidelines regarding the set quality benchmark.
  • Support and facilitation for planning and implementation of project activities properly, ensuring the implementation in the field timely manner.
  • Support to admin and finance department for proper management of financial transactions referring to the compliances. 
  • Support to the project coordinator, business development officer and team in documentation, generation of appropriate knowledge product as per the project plan and reporting to the partner organization according to the agreed standards and timely manner.
  • Collection and compilation of qualitative and quantitative information from the field as prescribed format, and provide it to the project coordinator for developing the narrative reports and database reports with success stories.
  • Work closely with the local government, Balmiki CSO, Scrap Association, cooperatives and ensure that the quality and smooth implementation of community mobilization methodology in project activity at field level.

Competencies and personal specification: 

  • Strong conceptual, interpersonal communication, negotiation, facilitation and representation skills with working experiences in community mobilization especially focusing on local government other like-minded stakeholders. 
  • Proven knowledge, skills and experiences on a micro-enterprise related project for entrepreneurship development, building relationships and working in partnership with local government, cooperatives and maintaining the congenial working relationship with all stakeholders.
  • Proven knowledge, skills and experiences in community mobilization especially civil society networks and working with local government.
  • Proven communication skills in local language (Tharu and Awadhi)
  • Proven experiences in working with diverse community, cultures and ability to cope stress and decision making with appropriate communication.
  • Demonstrated skills in team-building with an ability to coach and mentor the field team.
  • Good commanding in report writing in English and Nepali with MS Word, PowerPoint and Excel.

Education and Experience:

  • Bachelor's Degree in any discipline with at least three years of work experience in similar field. Well familiar about local culture, language and context of Banke district and willing to work with diverse and marginalized community for their occupational risk mitigation, sustainable livelihoods and environmental and occupational health.
  • The candidate must have a valid motorbike/scooter license and be willing to travel in the community frequently.

Note: Preference will be given to the local candidate (Project Implementing Palika) for the position of Community Mobilization Officer.

Interested candidates who meet the criteria are requested to send their application along with their updated resumes to beegroup.vacancy@gmail.com by January 19, 2022, before 5:00 PM. The name of two referees with contact details must be written in the resume.

Preference will be given to people from disadvantaged and marginalized community (Women, Dalit, Janajati, Madhesi, Muslim and People with Disability). Only shortlisted candidates will be contacted for further process. Telephone enquiries shall not be entertained.

Candidates applying for a job with BEE-Group must be ready to comply with our Child Protection Policy and Safeguarding Policy on Preventing of Harassment, Sexual Exploitation and Abuse.

Job Overview

Category Public Health, Development and Project, Finance & Administration
Openings 3
Position Type Full Time
Experience Please check vacancy details.
Education Please check vacancy details
Posted Date 13 Jan, 2022
Apply Before 19 Jan, 2022
City Nepalgunj, Banke