Administrative and Finance Officer

Job Description

Job Description

• The Administration and Finance Officer reports to the Country Finance Manager of SNV.  As part of the financial duties the positon holder will be responsible for day to day accounting transactions including petty cash, bookkeeping, cash accounts and bank reconciliations.
• S/he will prepare payment and receipt vouchers, including preparation of monthly financial reports.
• As part ofthe logistics duties s/he will be responsible for arranging official travels, maintaining and updating inventory lists and any ad-hoc logistical tasks.
• The position holder will perform all tasks and responsibilities as per SNV’s internal control procedures and procurement guidelines and also as per GIZ’s reporting guidelines within the framework of Project’s Key Performance Indicator.

Responsibilities of the position includes:

Administration:

• Contract Management – Prepare/draft contract, prepare overview of contracts (paid amount, instalment schedule, outstanding)
• Manage office correspondence
• Organize, document and archive relevant documentation, keep files complete and up to date and maintain quality and accessibility of archive and files, confirm administrative procedures and filing procedures as laid down in Internal Control Framework (ICF) and local law/instructions
• Manage and maintain project files in line with audit compliance, ICF and archiving procedures
• Support to the Project team as required on other project related tasks not covered here for better functioning.

Finance

• Responsible for day to day financial administration and analysis of financial data; checks on accurate
• booking of expenditure following project budget line and expenditure booking procedures.
• Responsible for checking and consolidating financial and non-financial data in the project administrations, provides internal and external reports following internal control procedures of SNV and GIZ.
• Manage petty cash for small frequent payments to the suppliers/ service providers for office running utilities and facilities.

Procurement

• Process purchase of equipment and stationary items and propose maintenance and replacement when required in line with internal policy

Logistics

• Keep an up to date inventory list of equipment, assets and means of transport, and the relevant
• contracts and leases including safeguarding of assets;
• Ensure routine maintenance of vehicle and office equipment; computer, photocopier, telephone, electricity, water supply, toilet are placed and functioning well. Monitor all continuing service contracts and recommend for renewal in time;
• Perform inventory verification at least two times (June and December of the current year) a year;
• Ensure comfortable and functioning facilities fit for work and SNV operation;
• Manage car services and assign cars for meetings and workshops on a priority and need basis;
• Facilitate disposal for never to be used and damaged office equipment and assets.

Safety Security and Preparedness

• Determining and maintaining requirements for emergency preparedness in SNV/ Province 7 Office;
• Establish and maintain an inventory and records of stocks, assets and material separately ensuring easy access to everybody relevant to emergency situations and risk mitigation measures;
• Check regularly working conditions of the security equipment like fire extinguishers, smoke detectors, earthquake alarms and emergency light and make sure timely refilling and recharging of them;
• Maintains environment by monitoring and setting building and equipment controls and ensuring preventive maintenance requirements and stock take of emergency supplies;
• Monitoring of the situation relevant to security and natural disasters and advise on action to be taken;
• Act as focal point for staff in the Province 7 office for all security and associated logistical requirements;
• Advising staff and visitors on all security related issues;
• Keeping a database on number of staff, their location inside Nepal, movement and communication
• details to be updated on a daily basis;
• Establishing rules, guidelines and procedures for the safety and security of staff, assets and
• program implementation activities;
• Documentation and update of rules, guidelines and procedures in the form of briefing notes, handbooks and other adequate documents;
• Establishing and negotiating contingency plans (in particular for medical emergencies and
• relocation or evacuation measures);
• Providing briefings and trainings for staff, based on the above rules, guidelines and procedures;
• Ensuring minimum requirements for office and vehicle safety are met (i.e. fire extinguishers in office and First Aid Kits in vehicles);
• Planning, implementing and maintaining the operational setup of Security and crisis response in Office, including regular safety, security drills.

Qualifications

• Bachelor’s degree, in Business Administration, Finance, Procurements or Logistics Management
• At least five (5) years of progressive experience related to finance, procurement and logistics management in a multi-cultural environment with three (3) years working experience in international organisations
• Substantial knowledge of standard logistics procedures and practices
• Demonstrated experience in ensuring compliance to existing organisational systems, processes and
• procedures
• Good knowledge of tax rules and regulation of Government of Nepal
• Knowledge of security and risk management  including ability to support rapid assessment and immediate response needs
• Ability to multitask and deal with stressful situations as well as ability to work in volatile environment
• Good communication and representation skills and fluency in written and oral English and Nepali
• Strong IT skills and proficient in Excel, Word, Outlook, and PowerPoint
• Experience of working with GIZ funded programme will be an added advantage;
• Aspiring for good service delivery with strong people centred skills, and interpersonal skills, committed, pro-active and dynamic

Additional Information

Contract Type: Employment Contract

Duty Station : AEPC Office, Province 7

Period of Performance: 19 months (19 February 2018 to 18 September 2019)

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