Finance and Administration Officer

Job purpose:

• Proper implementation of financial management system of ENSSURE project as per HELVETAS Swiss Intercooperation Nepal policy manuals;
• Support in the procurement and logistics management of ENSSURE;
• Support province manager in human resource management of the province.

Duties and Responsibilities

Implementation of Policies, Guidelines and Manuals

• Adhere relevant policies, rules, regulations and guidelines of HELVETAS Swiss Intercooperation Nepal (Personnel, Financial, Administrative policies, Security Response Guide, Gender Equality and Social Inclusion Guide, Sexual Harassment & Mobbing Policy, Code of Conduct Against Corruption, Conflict Sensitive Programme Management, Basic Operating Guideline etc.).

Financial Management

• Implement the accounting system for ENSSURE according to the rules and regulations of HELVETAS Swiss Intercooperation Nepal in close collaboration with Finance and Administration Manager of ENSSURE;
• Assist in preparing yearly budget, periodic financial statements and review, analysis and budget monitoring etc;
• Support to the partner organizations to implement the programmes in terms of accounting , book keeping;
• Prepare salary sheets and salary payments to staff and deposit retirement fund at the concerned office;
• Operate the bank accounts of respective ENSSURE- Province Office and supervise the management of the petty cash;
• Review the financial statements of partner organizations, provide feedback and fund release according to the clauses mentioned in the agreements;
• Prepare various budget and contract agreements for partner organizations, consultants, vendors, suppliers as and when required;
• Prepare vouchers, entry into accounting software and generate periodic financial statements;
• Prepare payments to partner organizations, various suppliers/vendors/service providers, consultants and beneficiaries according to the agreements;
• Ensure timely bank deposits, prepare bank cheques/transfer etc;
• Prepare monthly bank reconciliation statements of project bank accounts;
• Financial closing and management of accounts;
• Ensure timely and proper records of all financial transactions;
• Settlement of various claims made by project staff e.g. travel expenses, children education allowance and other expenses according to HELVETAS Swiss Intercooperation Nepal rules and regulations;
• Monthly TDS submission at IRD, salary income tax calculation etc. according to the GoN rules;
• Prepare the financial reports to be submitted to Country office, the donor agency and Partner Organisation as per the project requirements;
• Support to external audits.

General Administration

• Help Finance and Administrative Manager in maintaining a system of effective and efficient administration support for the project according to the rules and regulations of HELVETAS Swiss Intercooperation Nepal;
• Supports for a smooth operation of regional offices of ENSSURE;
• Ensure the smooth day-to-day administrative management of the project;
• Various insurance of office staff, and office assets;
• Check and maintain leave forms, time sheets, medical expenses claim process etc;
• Develop an organized filing system on administrative and financial matters;
• Vehicle movement management, log book check, vehicle repair/maintenance;
• Venue and logistics arrangement for training/ meeting/ workshop etc;
• Support field office for effective functioning administratively;
• Guide and supervise support staff and support.

Procurement and Inventory

• Assist in procurement of office vehicles, office equipment and consumable items as required according to the procurement policies of HELVETAS Swiss Intercooperation Nepal for ENSSURE;
• Collect the quotations, prepare cost comparison charts and follow required procedures for procurement;
• Maintain inventory of all purchased office equipment, periodic update and verification and prepare a yearly inventory of office items.
• Support to Partner Organizations
• Support partner organizations in understanding the accounting and financial reporting system as required for ENSSURE;
• Review the financial statements of partner organizations, provide feedback and fund release according to the clauses mentioned in the agreement;
• Make field visits to partner organization as required to gain insight into their administration and accounting system and provide feedback, guidelines and coaching;
• Identify and inform Finance and Administrative Manager immediately of irregularities or delays in the accounting and financial reporting of partner organizations.

Human Resource Management

• Assist in recruitment and selection process for the project staff and also facilitate in other human resource management sector.

Other specific responsibilities as assigned

• Other task as and when necessary and as directed by the supervisor.

Education

• Minimum of Bachelor degree in Business Administration/ Management, Commerce.

Experience and Required Skills and Social Competences

• Minimum 3 years of work experience in similar field.
• Experience managing finance and accounting preferably in I/NGO.
• Good understanding of the generally accepted accounting principles and national accounting standards.
• Good understanding of VAT/ Tax rules and regulations.
• Good time management and task prioritization skills.
• Commitment towards gender equality, social inclusion and poverty reduction.
• Result-oriented personality/ meeting deadlines.
• Excellent interpersonal, intercultural competencies and team player.
• Fluency in Nepali and English, both written and oral.
• Ability to work under pressure and deal with multiple requests.
• Proficiency in using office application software, especially good working knowledge of MS-Excel.
• Energetic and having passion for rehabilitation activities.