Job Description
Summary of key functions/accountabilities:
1. Financial planning management, budgeting and including regular reporting.
- Provide technical guidance to the EWPN Joint Program Coordination Unit (JPCU) and lead in preparing the annual work plan, budget, and financial status reports by consolidating financial inputs from all involved Participating UN Organizations (PUNOs) to ensure unified and accurate projections.
- Analyse financial information/data to prepare financial reports in collaboration with PUNOS and according to European Union donor requirements, validating all financial data for accuracy and compliance with donor standards, and ensuring high-quality submissions by established deadlines. Support PUNOs financial and administrative colleagues in financial reporting processes in a timely and to the highest quality standards.
- Interagency Coordination to monitor budget utilization and provide regular updates to budget owners on the financial status of projects, flagging potential under- or over-expenditures and recommending reallocations where necessary to ensure the optimal use of available funds
2. Control of all accounts for the EWPN programme
- Process and/or review (as per delegated authority) the accurate and timely processing submission of payments, travel claims, advances to governments etc.), journal entries and other financial transactions within scope to the Global Shared Services Center (GSSC), ensuring compliance with budgetary limits, IPSAS and organizational regulations, rules, policies, procedures, standards of accountability, and ethics.
- Process/supervise (as per delegated authority) the disbursement of payments when done locally via bank letters, checks, or petty cash.
- Monitor and analyse financial transactions, accounting reports and reconciliation of accounts to ensure accurate and current financial information for applicable compliance (e.g., IPSAS, donor reporting, internal policies) and management oversight, planning and/or action.
3. Administrative and programme support including travels and Invoice Processing
- Oversee travel arrangements for JPCU staff, ensuring compliance with travel policy and working with travel focal points to secure optimal travel options for official business trips, and maintain travel budget control records to prevent overspending.
- Coordinate contracting processes for consultants and external partners, preparing and filing necessary documents, completing forms and templates, uploading TORs (Terms of Reference) into the VISION system, and tracking contract status for timely renewals or extensions. Manage document filing systems, maintaining both hard and electronic copies, and ensure timely and secure archiving or disposal of confidential information in line with data protection policies.
4. Contracting of service providers
- Facilitate the processing of contracts for consultants and external partners that provide a service to the JPCU. This includes preparing and filing documents, completing necessary forms and templates, uploading TORs in vision, and making necessary logistical arrangements.
- Support the organization of procurement processes including preparation of Request for Quotations (ROQ) and Request for Proposal (RFP) for the provision of services, proposals, and their preliminary evaluation.
5. Events and Conferences management including strategic meetings.
- Prepare and organize training materials and resources for capacity development initiatives, ensuring clarity and alignment with organizational procedures, and actively participate in training sessions to enhance team capabilities.
- Coordinate logistical and administrative support for meetings, workshops, and conferences, including budget planning, coordinating with vendors, securing travel arrangements for participants, and ensuring all necessary materials are prepared and available.
- Coordinate with the Admin and Supply sections for venue selection and ensure that purchase orders are processed in a timely manner for training events, conferences, and workshops. Draft, organize, and distribute background materials, prepare agendas, and upload relevant materials onto the intranet or shared platforms to ensure participants have access to the information needed for effective engagement.
Job Specification
Academic Qualification
- A university degree in accounting, financial management or another related financial field is required. Supplemental formal financial /accounting training may be accepted if a university degree is not in a related financial field. Professional Diploma qualification in CIPFA could be considered in lieu of a relevant university degree or its equivalent.
Experience, Technical knowledge/skills required:
- Minimum one year of professional experience mainly in financial management, budgeting, reporting particularly to support programme is required added with some experience in administration.
- Experience in an international organization and/or large corporation is an asset.
- Experience in database packages, web-based management systems and ERP systems (preferably SAP financial modules) is an asset.
- Advanced knowledge of Microsoft Office, especially Excel required.
- Experience with IPSAS and/or IFRS is an asset.
- Experience in the UN or other international organizations, an asset.
Language requirement:
- Fluency in English and Nepali is required.
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