Finance and Administrative Officer

Finance and Administrative Officer – 1 position(s) – Open for All

Published On : 16 Mar, 2024
Application Deadline : 31 Mar, 2024
Duty Station : Skills and Reconstruction Project Office, Jajarkot

Job Description

Job Purpose

The Finance and Administrative Officer is responsible for smooth execution of overall financial and administrative management of the project. In addition, the Finance and Administrative Officer shall also be responsible for contract management of the contractors and to support in the procurement of the goods and services of the project.

Roles and Responsibilities:

Compliance to policies, rules/regulations and guidelines

Adhere to relevant policies, procedures, regulations and guidelines of HELVETAS Swiss Intercooperation (Code of Conduct; NPR-Nepal; Finance Manual; Security Response Guide; Gender Equality and Social Inclusion Guide; Mobbing, Sexual Harassment & Abuse of Authority; Code of Conduct Against Corruption etc.) and other specific policies applicable for the Proect;

Ensure Conflict Sensitive Programme Management at all levels;
Manage the Human Resource Information System of the project;
Ensure compliance of all the terms and conditions agreed between HELVETAS Swiss Intercooperation Nepal and the donor.
Planning, Budgeting, Monitoring and Reporting
Support Team Leader in preparation of annual budget, Yearly Plan of Operation (YPO), financial report and periodic project financial reports;
Financial forecasting, budgeting, monitoring and supervision of the overall financial system;
Reporting of Budget vs. Actual financial report on monthly basis to the Team Leader;
Consolidate and analyse various finance related data to support planning, management and reporting;
Ensure an effective internal control system (ICS);
Receive and keep track of the Programme audit reports and follow up on the audit remarks;
Develop financial discipline within the project.

Financial Management

Process payments to vendors/suppliers/consultants ensuring proper documentation as per established financial rules and regulations;
Process monthly payroll ensuring Salary/benefits, allowances as per the organization regulation and ensure financial advance management of all project staff;
Maintain up to date accounts of all transactions by the project, with adherence to Financial policy, Nepal Accounting Standard (NAS) and International Accounting Standard (IAS), in a transparent manner;
Manage project’s bank accounts; Countersign cheques;
Prepare and update bank reconciliation statements on a monthly basis;
Proper Management of Income Tax and Value Added Tax (VAT), including reclaiming VAT on a regular basis where applicable;
Manage procurement process of the project ensuring transparent and competitive procurement of goods and services at all times;
Develop various financial forms as required;
Advise procurement committee on issues of finance as requested;
Financial closing and management of accounts;
Prepare financial plans and periodic financial statement;
Ensure timely and proper records of all financial transactions;
Ensure timely and accurate financial reporting as per the organizational and donor’s requirements.

Administrative management

Office management and day-to-day administration of the Project Office;
Liaison with the project staff to ensure that they are aware of all of the administrative systems and procedures;
Ensure efficient vehicle and logistics management and support;
Preparation of contractors’, consultants’ agreements and contracts, in accordance with programme rules and regulations and available budget;
Management of insurance for the project staff including liaison with insurance companies to process claims;
Management of logistics for seminars, workshops, and any other events as requested by the project team;
Advising the project team on procurement, awarding of contracts and payment procedures and supplying the required information, s/he shall be a permanent member of the procurement committee;
International procurement and local procurement (where tenders/quotations are required) in accordance with HELVETAS Nepal procurement procedures of goods and services;
Effective and efficient inventory management;
Act as a HR focal person of the project;
Plan and implement capacity building activities for project and partner staff members;
Ensure proper documentation and confidential of personal records and other HR documents of project staff.

Others

Other tasks as and when necessary and as requested by the Team Leader.

Required education, experiences and competencies

Minimum education and experiences required

Bachelor’s degree in business administration/ management or commerce with Finance/Accounting as a major subject. Minimum 5 years of work experience in similar field.

Experiences and Competencies required

Experience managing finance and accounting preferably in an International/National organization (or a professional accountancy degree)
Experience supervision of overall financial systems with inclusive frameworks and procedures
Good understanding of national rules and regulations
Understanding of development programme budgeting and financial monitoring
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 maintaining deadlines
Excellent interpersonal, intercultural competencies and team player
Ability to work independently with a minimum level of supervision
Ability to work under pressure and deal with various requests
Ability to effectively communicate and put his/her idea forward
Showing initiative in making processes more effective and cost efficient
Ability to produce, understand and analyze standard database reports; and efficiency in using communication applications
Fluency in Nepali and English, both written and oral
Proficiency in using office application software, especially good working knowledge of MS-Excel

Additional Information

Any telephonic inquiries and/or attempts to apply undue influence will result in the disqualification of candidates from the selection process. Only shortlisted candidates will be contacted for the further screening process. Helvetas Nepal reserves the right to reject any or all applications.

Helvetas Nepal promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (Women, Dalit, Janajati, Madhesi/Terai, and other minority communities).