Finance and Administrative Officer

Job Description

Open for Women Only

Reporting to: State Project Coordinator, SaMi

Job Purpose: The position shall ensure an effective financial and administrative management of Safer Migration project in the respective State as per HELVETAS  Nepal policy manuals. S/he is also responsible for supporting and monitoring the Local levels/Partners in the financial management aspect. The Finance and Administrative Officer shall have a functional relationship with the Finance and Admin. Manager at Programme Support Unit (PSU).

Roles and Responsibilities:
1.    Compliance to Policies, Rules/Regulations and Guidelines

• Adhere to relevant policies, procedures, regulations and guidelines of HELVETAS Swiss Intercooperation (Personnel, Financial, Administrative policies; Security Response Guide; Gender Equality and Social Inclusion Guide; Sexual Harassment & Mobbing Policy; Code of Conduct Against Corruption etc.) and other specific policies applicable for SaMi;
• Ensure Conflict Sensitive Programme Management at all levels;
• Compliance with the GoN and SDC policies and approaches as relevant and required.

2.    Financial Management    

• Ensure an effective financial management of Safer Migration Project of the State 1 as per HELVETAS Swiss Intercooperation Nepal policy manuals;
• Prepare and carry out day-to-day financial transactions according to the HELVETAS Swiss Intercooperation Nepal rules and regulations;
• Obtain and check all bills/invoices and other necessary supporting documents, including petty cash claims, travel claims and advances;
• Prepare vouchers and process for approval of competent authority for timely payment/settlement/adjustment and ensure timely and proper posting of vouchers into accounting system;
• Carry out the bank and cash operations and control including issuing cheques, bank transfer requests and other correspondence with banks;
• Prepare bank reconciliation statements after obtaining bank statements; 
• Supervise petty cash management; 
• Administer advances and their settlement and prepare monthly advance status with aging; 
• Support the PSU Finance to manage staff accounts for salary and benefits and other related accounts;
• Proper Management of Income Tax in close coordination with the PSU Finance, including Tax Deduction at Source (TDS) and timely deposit of TDS Monthly TDS submission at IRD according to the prevailing GoN rules;
• Handle all the tasks related to VAT according to the prevailing GoN rules, including accounting, reconciliation and documentation and support the PSU Finance in the VAT claim process on a regular basis;
• Keep and maintain all vouchers and financial documents in a custody properly and make available as and when required;
• Facilitate and support internal and external audit and follow up all the audit observations as per the audit action plan;
• Orient programme and administrative/support staff on administrative and financial rules, regulations and other organization policies of HELVETAS Swiss Intercooperation Nepal;
• Undertake field visits as and when required for monitoring and facilitating the financial aspects.

3.    Planning, Budgeting, Monitoring and Reporting 

• Support State Project Coordinator and PSU Finance in preparation of annual budget, Yearly Plan of Operation (YPO) and in financial forecasting and planning and budget analysis and monitoring;
• Reporting of Budget vs. Actual on monthly basis to the State Project Coordinator; 
• Prepare monthly financial report comprising monthly accounting statements generated by the accounting system, fund accountability statement, bank reconciliation statement, petty cash and advance status and budget vs expenditure statement with obtaining approval from the competent authority and submit all the statements and reports to the PSU for review;
• Prepare and submit other periodic financial reports as and when required;
• Prepare Quarterly Fund Request in line with the approved budget and make ensure the fund availability;
• Support in the preparation of and scrutinizing various budget and contract agreements for partners, consultants, vendors, suppliers etc;
• Support to reflect the SaMi budget allocation as appropriate in the national and sub-national budgetary system.

4.    Supporting and Monitoring Partners’ Financial Management

• Assist Partners/Servicers in the capacity building on financial management, fiscal decentralization and fiduciary risk management including that of the SaMi financial reporting requirements, fund request process and contractual obligations;
• Review the financial reports of partners/service provider and provide feedback;
• Monitor the financial tracking of the SaMi funds supported to the Partners/Local levels; 
• Receive and keep track of the annual audit reports for each Partners/Local level and compile and report to the PSU Finance with such audit reports for follow up on the audit recommendations.

5.    Facilitating in Administration tasks and Coordination

• Advise and facilitate to implement, systematize and regularize effective and efficient administration functions according to the rules and regulations of Helvetas Nepal;
• Support to ensure the transparent and competitive procurement of goods and services; 
• Support in setting up of the Office operation including financial systems;
• Ensure logistic and vehicle management of respective state office for smooth operation of project activities;
• Maintain good coordination within the SaMi team in PSU and Partners/Local level concerned officials and other stakeholders.

6.    Others

• Professionally discharge other mutually agreed tasks assigned by State Project Coordinator and Finance and Admin. Manager;
• Perform additional financial tasks which the PSU can delegate in the process of devolution of the financial functions.

Job Requirements
A. Minimum Education Attainment: Bachelor’s Degree in Business Administration or equivalent with finance/accounting is preferred. 

B. Minimum Professional Experience: Minimum 3 years of work experience with finance and accounting responsibility in a similar position preferably in I/NGO. 

C. Required Competencies:

• Understanding of the generally accepted accounting principles and national accounting standards
• Good understanding of VAT/ Tax rules and regulations
• Experience in implementing and monitoring the development sector’s financial management
• Extensive experience in supporting and monitoring the partner’s financial system
• Ability to work under pressure and deal with multiple requests
• Ability to work independently with a minimum level of supervision
• Good time management and task prioritization skills
• Excellent team player, self-motivated and result oriented with managerial skills 
• Demonstrated ability to work with multi-cultural team 
• Ability to effectively communicate and put his/her idea forward
• Good verbal and written communication in Nepali and English
• Readiness to conduct field visits in rural areas with simple facilities
• Commitment towards gender equality, social inclusion and poverty reduction
• Proficiency in using accounting software, office application software, especially good working knowledge of MS-Excel.

Additional Information

Duration: Till 15th September 2020 with possibility of extension.

Remuneration and Benefits: As per the rules and regulation of Helvetas Nepal.

Telephone enquiries will not be entertained. Only short-listed candidates will be contacted for the further screening process. Helvetas Nepal reserves the right to reject any or all applications without assigning any reasons.

Helvetas Nepal promotes workforce diversity and applies positive discrimination to women candidates and candidates from Dalit, Janajati, Madhesi/Terai, and other minority communities.

This Job is expired. The Company is no longer accepting applications for this position.