Position: Finance and Administrative Coordinator (Recent Job)

Job Description

Position Description:

The Finance and Administrative Coordinator will need to manage the finance and administrative work of VBF in Kathmandu, develop the budgets, manage the assets, communicate with stakeholders, Community, Local Government and others regarding the project activities and working in concert with the field team in Dharan.  

Responsibilities Related to Accounting:

• Overall financial planning, monitoring and coordination of all of VBF’s activities
• Develop a long-term accounting system for VBF that is sustainable, transparent, efficient, user-friendly, useful for audits and reporting, and compliant with all national and international laws
• Submit the fund request form to request the budget transfers to donor organization 
• Ensure financial records are up-to-date with the latest transactions in accounting software
• Checking of tally vouchers on a monthly basis along with the daily bookkeeping work 
• Ensure management of online files and appropriate filling of electronic and hard copies of the financial documents & report
• Partner requests monitoring and review 
• Organize a statutory audit annually in accordance with rules of GoN within 3 months of fiscal year end
• Hiring auditor and drafting of engagement letter 
• Facilitate inspection of all financial documents
• Monitor and ensure expenditure of project funding made in accordance with the allocated budget and approved by designated supervisor
• Alert Board Members regarding any financial irregularities 
• Verify all bills and invoices including supporting documents against the approved activities and submit for approval before vetting of payments
• Provide reporting on a monthly and quarterly basis to the donor organization with supporting documents
• Manage banking transactions related to the project, including preparing bank transfer requests, submitting them to the bank and monitoring transfers
• Preparing bank reconciliation statements in a monthly or bi-monthly basis based in volume of transactions
• Reconcile all balance sheet accounts and maintain records on file
• Compliance with TDS payment, E-TDS filing and tax return filling in accordance with Income Tax Act 2058 of GoN
• Monitor and ensure expenditure of project funding made in accordance with the allocated budget and approved by the designated supervisor
• Verify all bills and invoices including supporting documents against the approved activities and submit for approval before vetting of payments
• Maintain an inventory file to support purchases of all equipment/assets on a quarterly basis with physical verification
• Institutionalize and implement internal auditing practice for VBF and local partner organizations

Responsibilities Related to Human Resource Management:

• Approve leave requests
• Draft staff, consultant, contracts, TORs, and other related documents
• Coordinate insurances including staff medical and accidental, property and asset
• Review staff performance and schedule appraisals
• Notify staff regarding safety and security issues, holidays, pandemics, bands
• Maintain Zoho people HR platform
• Approve travel requests after review
• Alert Board Members on the ending of contracts/ insurances and other staff related issues
• Monitor progress reports and staff working hours
• Yearly labor audit within six months of fiscal year end
• Assist in new hire interviews
• Posting and recruiting on merojobs.com, local newspapers, and other job portals
• Assist in proper induction for new employees
• Follow proper procedure for obtaining quotations from contractors and other consultants
• Ensure proper drafting of HR policies with compliance with labor laws and the GoN
• Preparing documents for procurement including BOQ, PRF, Quotation, Bidding document, Note to file, Minutes, CBA, PO/contract, Good received note. Negotiation with vendor, Procurement of goods & Services, prepare monthly procurement tracker and storing hard copy & soft copy of the document in server

Responsibilities Relating to Legal & Government Relations:

• Ensure proper engagement with SWC in collaboration with KTK-BELT and other partners 
• Monitor PA compliance for the financial aspects
• Develop a comprehensive government relations calendar for VBF and field sub-partners 
• Organize CPAC/MPAC meetings and ensure MPAC meetings are happening for all implementing partners
• Drafting and communicating financial policies and regulations

Administrative Related Duties:

• Ensure that your supervisor and other officers on field trips receive necessary logistical support to make their trip/s successful
• Provide photocopying, scanning, and document binding services as requested
• Assist in coordinating Vertical Farm home deliveries. Support the Vertical Farm coordinator in publicity, marketing and promotion
• Ensure smooth air travel management, visa assistance, travel insurance and accommodation
• Work with the relevant officers to arrange materials for workshops/meetings.
• Maintain and update organizational databases
• Organize a filing system for important and confidential company documents
• Ensure all inventories & assets of the organization are recorded and used properly in line with project activities

Board Related work:

• Board policy drafting facilitation 
• Board calendar organizing 
• Board updates 
• Monitoring of Board Activities to ensure that it is in line with the policies and other governing laws
• Board communication and training 

Program Administration:

• Draft a yearly workplan based for VBF in coordination with KTK-BELT and technical staff 
• Ensure that all MEL framework is being adapted to
• Monitor the ongoing project work. 
• Reporting work
• Reporting to gaun palikas and wards on a quarterly basis of progress reports for the financial aspect
• Provide quarterly report to donor organizations

Key Qualifications/Special Skills and Experience

• Minimum Bachelor’s Degree in Management with 3-years experience in similar position. Having professional accounting certificates (CA/ACCA) would be an advantage
• Familiar with Tally accounting software and Quickbooks 
• Complete fluency in written and spoken English and Nepali a must
• Nepali typing ability a must
• Highest degree of gender and caste sensitivity is a must
• Experience in organizing internal and external audits
• Prior experience of working in NGO environment with experience of coordinating with international donors on accounting/financial management is required
• Demonstrated computerized financial management, accounting, and procurement skills
• Knowledge of specific Nepali rules and regulations regarding finance and accounting, and ability to brief non-finance staff these rules and regulations in an effective manner
• Highest degree of personal integrity
• Sound physical health
• Highly professional with strong interpersonal skills

Timing: The initial contract shall be for 1 month on a probationary/trial basis, in Kathmandu during the Covid-19 period.

Renumeration: 30,000 – 40,000 NRs +. benefits

Duty Station: Dharan, Sunsari (with some travel to project sites and Kathmandu)

Documents to be submitted by the Applicant:

• Resume/CV
• Cover Letter stating qualifications, work experience and salary expectation
• Professional Copy of academic certificates and/or other relevant documents
• Name, email, and phone number for 3 professional references

Apply Instruction

Please send all application materials to ‘[email protected]’ with ‘VBF Finance Coordinator‘ in the subject heading of the email.