Finance and Administration Officer

Job Description

Mahila Atma Nirbharta Kendra (MANK): is a women led NGO actively working in Sindhupalchok since 1992 in the field of Health & Nutrition, Education, Women and Child protection, Social Justice, Livelihood, Human rights, Antitrafficking, Safer Migration, gender and empowerment and Disaster Risk Reduction. It is dedicated to promoting constructive social change by operating with a strong rights-based approach. In partnership with FAIRMED Foundation in Nepal, MANK is implementing its Sindhu Integrated Health Project (SIHP) covering all Rural/Municipalities in Sindhupalchok.

FAIRMED is a Swiss agency working in health and development. FAIRMED – previously known as «Leprosy Relief Emmaus Switzerland» was established in 1959. FAIRMED, as an INGO, in Nepal started its work since the year 2012. Its major thematic focus in Nepal is on Neglected Tropical Diseases (NTDs), maternal and neonatal health (MNH) focusing on revitalization of public health care systems linking with service system strengthening, and demand generation in the community to increase the uptake of services.

MANK is looking for a highly experienced and qualified person for the following position for its Sindhu Integrated Health Project (SIHP) and invites applications from the interested and eligible candidates.

Position title: Finance and Administration Officer – 1

Duty station: SIHP Project Office Chautara, Sindhupalchok with minimum 30% travel in the field including MANK’s main office in Melamchi

Duration: one year (possibility of extension based on satisfactory performance)

Key responsibilities of the position:

Under the direct supervision and guidance of Programme Manager the Finance & Admin Officer will have following responsibilities.

Financial management

• Lead the financial management of the assigned project and reporting regularly to MANK Programme Managers and project technical coordinators

• Update all organizational financial transaction, admin & logistic and report key financial date to the Executive Board and Sub-committee

• Supervise and manage the performance of accountants and admin/logiostics staff involved in SIHP and across MANK operation

Financial and Accounting System and controls

• Regular update in inventory of both fixed and current assets of the organization

• Develop, implement, and monitor effective financial system, internal control and procedures to ensure transparency, accountability, and smooth financial operations

• Manage and oversee the use of the WINPACCS/ FAMAS and Accounting system for project level and organizational financial transaction

• Promote good governance and compliance of all financial policy and norms as guided by MANK’s finance policy and stipulated in SGA done between FAIRMED and MANK

• Prepare journal vouchers of day-to-day financial transactions ensuring all supporting documents are in place

• Petty cash handling with proper management by ensuring compliance with organizational financial policies and procedures

• Ensure proper deduction of Tax at Source (TDS), timely deposit under the correct revenue codes, and submission of Electronic TDS (eTDS). Verify that all TDS payments are made to valid PAN holders

• Ensure timely deduction and deposit of staff retirement contributions (SSF/CIT)

• Ensure timely payroll disbursement

Financial Planning and Reporting

• Prepare monthly, quarterly and annual financial and management report along with all scanned documents

• Coordinate and prepare annual project-specific and organizational budgets in close collaboration with the Program Manager, Project Technical Coordinator, partner organization’s finance personnel, and the MANK Treasurer

• Prepared declined expenditure report and complete financial statements of the project for submission to internal and partners/donor’s compliance

• Guide and coach project technical coordinator, other relevant staff to strengthen financial literacy including budgeting and financial forecasting

Budgeting and Donors/Partners Compliance

• Ensure timly preparation of project budget for submission to Partners and donors in coordination with Program coordinators, project technical coordinators and MANK treasurer

• Ensure the availability and legal compliance of all supporting documents related to each financial transaction, including expenditure including income, expenditure, receivables, payable and asset managements as per MANK policies and national law

• Prepare and submit financial report to funding partners in a timely and accurate manner

Auditing and Compliance

• Coordinate periodic financial audits of the project/organization in line with project agreements and MANK financial policies

• Ensure quarterly internal review of the financial transactions by the internal audit committee in collaboration with funding agency’s finance team

• Maintain updated bank reconciliations and the overall financial position of MANK

• Ensure that all organizational financial transaction is audited annually in accordance with the MANK Constitution and financial guidelines.

Admin/Logistics and Procurements Support

• Maintain secure staff personnel files, ensure leave records are up to date, and collect timesheets from all staff in a timely manner

• Ensure cleanliness of office rooms and premises including maintaining the good condition and functionality of washrooms, kitchen, electrical systems, telephone lines, and office supplies

• Provide regular supervision to support staff and coordinate with the line manager, other project team members, and the FAIRMED team for the procurement of necessary stationery and the management of the guestrooms

• Support project logistics (hotel/venue booking, ticketing, vehicle hiring and related arrangements) as well as procurement processes and contractual agreements, in close coordination with program manager

• Oversee relationships with suppliers, consultants and professional service providers, and develop and maintain an up to date roster

• Assess tenders and quotation from potential vendors and consultants in alignment with MANK procurements policy

Coordination and communication

• Foster strong coordination between finance, program, MANK Focal persons and administrative teams to ensure smooth financial planning and implementation

• Build collaborative relationship with key stakeholders, including Board members, project team, partners, funding agencies and others external partners

Desired Qualifications, Experiences and Skills Requirements

• At least Bachelor’s Degree in Business Administration or Business Studies or relevant field. Master’s Degree preferred

• Minimum 4 years of experience in a similar position, preferably in NGO/INGO Sector

• Knowledge of Accounting software – WINPACCS/ FAMAS, Tally or others

• Experience with donor-funded project financial managements and reporting

• Familiar with Nepali tax rules, financial regulation and compliance issues

• Sound knowledge of MS Excel and others Microsoft office tools

• Able to handle multiple tasks and work under pressure

• Strong communication, documentation, coordination and team-building skills

• Strong written and verbal communication in Nepali and English

• Good understanding of disability context/concerns and rights

• Must have a two wheelers license

Core competencies:

• High Integrity and commitment to transparency and accountability

• Strong organization and time managements skill

• Sensitivity to social inclusion and social justice

• Effective team collaboration and leadership Capacity

How to Apply:

Qualified and interested Nepali candidates are requested to send their updated CV, cover letter and other testimonials mentioning your motivation to apply for this position and salary expectation along with the scanned copy of citizenship, documents related to your latest academic qualification & experience to mank.staffvacancy@gmail.com no later by July 18th, 2025.

Candidates from women, Dalit and Janajati are encouraged to apply.

MANK Follows the organization policies and guidelines including safeguarding and anti-corruption polices and ensures compliance to all aspects of the safeguarding and prevention of Sexual Exploitation, abuse and harassment policies and associated standards and procedures. MANK is an equal opportunity employer.