Finance Officer

Finance Officer

Finance Officer – “Hamro Pratigya – Our Promise: Empowering Voices, Ending Gender-Based Violence Project under Security and Justice Programme”

Opening: 1 position
Location: Surkhet – Karnali Province
Duration: 1 May 2024 to 30 April 2025 (with possibility of extension)
Reports to: Operation Lead

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance. PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has become one of the pioneer organizations advancing programmes such as landslide disaster preparedness and anticipatory action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Scope of Work

Under the direct supervision of Operation Lead, the Finance Officer shall be responsible for managing the financial and accounting operations of Surkhet office. The position is responsible for accurate financial records and payments, ensuring compliance with donor regulations and PIN policies, and providing financial management support to program staff including program staff based in different locations managed from Surkhet province office.

All PIN staff agree to:

•  Comply with all relevant PIN policies, Country Program Policies, and guidelines related to their position.
• Show a strong commitment to the inclusion of all groups within Nepal and dedication to PIN Nepal’s Inclusion Guidelines.
•  Perform and accurately complete administrative tasks related to their position.
• Strive for quality in all aspects of their work and ensure the highest quality performance of the Country Program.
• Maintain a positive attitude and promote a professional & productive working environment across all staff, departments, and among all of PIN’s partners.
• Adhere to PIN Code of Conduct and key policies including Anticorruption Policy, Child Protection Policy and Safeguarding Policy.

About the Project

Eliminating gender-based violence (GBV) is central to the United Kingdom (UK) government’s commitment to women and girls. This project is envisaged in the context of the Foreign, Commonwealth and Development Office’s (FCDO)’s International Strategy on Women and Girls (2023-2030), the UK Gender Equality Act 2014, and the British Embassy Kathmandu (BEK) Country Plan, in particular, the goal defined as ‘Changes in social norms in key institutions and society mean less acceptance of GBV’. The project is strongly aligned with BEK’s commitments to the (a) transition to federalism in line with the 2015 constitution and (b) inclusive development, leaving no-one behind in the effort to empower the poor and traditionally marginalised and to improve service delivery to them. A multi-year project directly funded by FCDO for up to £8 million from 1 April 2024 to 31 December 2027. It is expected that the programme will directly benefit community members, Community Based Organisations (CBOs) and Civil Society Organisations (CSOs) across 3 provinces, including community schools. The priority provinces are: Madhesh, Lumbini, and Karnali.

Key Summary of Functions

• Serves as a focal person for recording, processing payments and documentation ensuring PIN policies and donor/government regulation are met using sound financial management principles.
• Serves a main focal point for receiving financial documents, checks documents for correctness and completeness, initiating approval process and booking cost in Navision in Surkhet Office.

Petty Cash Register Management

• Responsible for the Surkhet office petty cash box including cash planning and holding sufficient cash balance for smooth project implementation
• Prepare and posting cash vouchers into the Navision
•  Providing and clearing cash advances of the PIN staff and timely follow up for open advance
• Responsible for correctness and sufficiency of the respective accounting documentation (receipts, PIN forms) which is going to be paid/reimbursed including revision of the correct project and budget line codes
• Preparing regular cash counts and mandatory monthly cash reconciliations for ELO
•  Archiving soft copies in ELO and delivering hard copies to KTM Office for archiving.

Financial Management

• Ensures that all payments for supplies and/or projects are in accordance with relevant PIN regulation and approved work plans/budgets and initiate in ELO approval
• Receives invoices from Logistics Department, process for approvals, follow up of approvals, posting in NAVI and payment to the suppliers. Ensures monthly invoices are received from logistics in a timely manner and meet internal documents processing timeline
•  Ensures claims are correctly coded and that appropriate supporting documents are accompanied
• Manages all banking transactions including deposit, withdrawal and transfer of funds, and petty cash book. Prepare monthly bank and cash reconciliation and archives it in ELO
• Ensures debtors and creditors statements are completed monthly on a timely basis and liaising with suppliers, staffs etc. as appropriate
• Supports staff in preparation of advance request and ensures its timely settlement
•  Support in preparing annual budget, budget revision and forecast of Surkhet office and assist Program Finance Coordinator on project budget preparation and monitoring
• Design and deliver financial induction to the new joining staff under Surkhet office
•  Support in initiate ELO workflow for Implementing partners monthly financial report, import file and relevant approval to program finance coordinator

Financial Management Coordination

•  Visit ward office and tax office for monthly tax deposit as per government timeline and obtain monthly ETDS verification statement
• Coordinate with Lumbini and Sudurpachhim field staffs for timely receiving their financial documents and settlement
• Visiting bank for payment deposition, withdraw and to obtain balance confirmation as required
• Facilitate statutory audits and other external evaluation at Surkhet office
• Coordinate with CO finance team to create new budget line, Z Card, P Card etc.
•  Support Logistics team on supplier selection, supplier due diligence and periodic assets physical verification
•  Support CO finance team on monthly, quarterly and annual processes as required

Others

• Archive all hard copy and soft copy financial related documents
•  Other related tasks as requested by supervisor

Requirements

Education and years

Bachelor degree in finance, accounting, business administration or related filed with minimum 3 years of relevant experience in I/NGO.

Relevant Experience

Minimum of three years’ experience of managing filed office finance and accounting functions and sound knowledge of project financial and administration management.

Desired Knowledge, Skills and Competencies

• Sound knowledge of accountancy, bookkeeping and financial principles
• Sound knowledge in income tax act and VAT legislation in relation to TDS
• Excellent in computerized accounting system
• Proficiency in financial software and MS office suite, with good skills in Excel for data analysis and reporting
•  Ability to work independently, prioritize task, and meet deadlines in a fast-paced environment
• Fluency in English and Nepali language.

How to apply:

Interested candidates can submit an updated CV and Motivation letter via our application form. Please note, applications will be reviewed on a rolling-basis and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn prior to the deadline, thus early submissions are strongly encouraged. Nepalese citizen can only apply for the position. No phone calls will be entertained.

Note: People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and is committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.