Sr. Finance & Administration Assistant
Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services. Working with governments, donors, non governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health.
Detailed Job description / requirements:
Sr. Finance & Administration Assistant
“The duration of this position is for 1 year (subject to further extension)”
Provide support to the Finance and Administration Manager in bookkeeping functions and other tasks related to keeping accounting books and statutory requirements updated. Also assist in coordinating office administration, operations and procedures and technical assistance activities to ensure organizational effectiveness and efficiency.
Accounting and Finance 50%
- Provide accounting and financial management and support to the Finance and Administration Manager.
- Prepare all the vendors payable vouchers, receiving and stamping all the invoices on the date they are received, attaching all the relevant approved Emails and Request Forms for cross reference on the invoices
- Recording of financial transactions on quickbooks on daily basis and preparing required monthly reports as per MSH financial policy
- Prepare monthly fund request and monthly finance reports for the review of Finance and Administration Manager
- Manage petty cash as per MSH policies and procedures.
- Reconcile advance accounts each month. Follow up on outstanding advances which have not been liquidated in the timeframe prescribed by the SOP and local office policy.
- Keep proper records of payments with Value Added Taxes (VAT) and process for timely refunds, and reconcile payments received.
- As per the Nepal tax laws, with hold taxes on payment and ensure that these are deposited and verified on timely basis.
- File accounting vouchers (check, deposit and general vouchers) and ensure that all supporting documentation, including price quotes, purchase requests, purchase orders, EPLS and ATTUS checks and shipping receipts agree with all paid invoices as per MSH procedures for procurement.
- Review and process of advances and travel claims (TEF) and work with country program staff to resolve accounted related issues, as per MSH policy and procedures for request for advances and reimbursement (TEF) procedures.
- Track staff vacation and sick leave balances.
- Travel to bank, tax office, government agency and vendor on office required tasks
- Any other tasks assigned by Finance and Administration Manager.
- Ensure smooth functioning of administrative operations as per policy and compliance.
- Answering telephone calls, responding to queries, and replying to related emails.
- Maintaining general office files, including vendor files, and other files related to the operations;
- Keep track of office supplies, equipment/furniture and ensure adequate stationery and supplies are available in the store;
- Maintain inventory asset tracker per MSH policy and standard operating procedures;
- Manage office facilities and ensure utilities are maintained and functional or repaired;
- Help and coordinate the procurement for the office and plan based on needs; and
- Performing other relevant duties when needed.
Procurement / Events & Travel Management 15%
- Assist in coordinating meetings, conferences, workshops, and other events, including registration of participants, distribution of per diem and/or reimbursements to participants, and preparation of pre- and post-event materials.
- Assist the Sr. Operations Officer in the search of local vendors, contractors, and service providers for goods and services in accordance with USAID laws, rules, and regulations on the selection and procurement of goods (supplies, equipment, furniture, etc.) and services, including conducting clearance verifications and performance checks and ensuring procurement files are complete with sufficient backup.
- Provide logistics support in booking travel and accommodations for local/visiting staff, consultants, government partners, including coordinating required authorizations, visas, travel insurance as appropriate, and ensuring airport transfers.
Other Duties 5%
- Provide support for a variety of office/administrative functions, as requested by the Finance & Administration Manager, Country Program Director and Senior Operations Officer, including other technical staff.
- Bachelors’ Degree Completed in Business Administration, Accounting, or a similar field.
- 3 years, in an administrative and finance post, with advanced bookkeeping responsibilities, preferred.
- Good computer skills including proficiency in Microsoft Office Suite applications (Excel spreadsheets, word processing, and electronic mail along with data entry experience) as well as basic accounting software - quickbooks;
- Knowledge of local accounting, taxation required
- English and Nepali Language fluency required (including speaking, writing, understanding and reading and the ability to work with vendors, staff and stakeholders in both languages);
- Experience working with international organizations, such as USAID, preferred.
- Excellent interpersonal skills
- Manage work priorities
- Work in a team-oriented environment
- Able to meet deadlines and work under time pressure
- Getting things done
- Travel requirements: Available to travel within the country, less than 10% of time
- Keyboard use, Scanning, filing, pulling drawers,
- Lifting papers <10lbs., ETC.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.