Trainee -Admin/Finance

Trainee -Admin/finance

INTERN WORKSITE LOCATION: Dhangadhi Office
LENGTH OF INTERNSHIP: Three Months (Possible to extension)

About Mercy Corps
Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future. Mercy Corps has been operating in Nepal since 2005, implementing programs in food security, agriculture, market development, financial services, girl’s education, climate change adaptation and disaster risk reduction. We take a systems-based approach in our programming, with the aim of improving the lives and potential of vulnerable individuals and communities across Nepal.

PROJECT DESCRIPTION:
World Food Program (WFP) Nepal as a lead/prime organization in partnership with Mercy Corps and other partners, is implementing Home Grown School Feeding Program (HGSFP) funded by USDA/Food for Education. In the consortium, Mercy Corps provides strategic leadership for two of the sub-activities ‘Local Purchase of Food: Hybrid Food Basket’ and ‘Home Grown School Feeding: Technical Assistance Post-Hand Over’.

The aim of the Mercy Corps’ interventions is to facilitate the development of a fully sustainable and locally managed food system for schools. This includes designing and implementing the strategy and detailed roadmap for schools to self-manage a cash-based program where they locally procure and manage relationships and contracts with local producers, cooperatives, and suppliers to supply the appropriate and necessary school meal food items during relevant timeframes. The program activities will link school meal programs to smallholder farmers, farmer’s cooperatives, school management, community groups and local government to enhance the program’s long-term sustainability. Currently, the target area of the program covers four districts in the Sudurpachhim Province (Darchula, Bajhang, Achham, and Bajura).

Under HGSFP, the trainee will provide assistance on overall office management including logistic, procurement, administration and finance.

GENERAL POSITION SUMMARY:
Trainee will support and assist in various activities related to admin, logistics, procurement, and Finance.

Description

ESSENTIAL JOB FUNCTIONS:
Administration:

• Assist Admin and Finance team for efficient and effective general administration management.
• Support to well established and maintained documentation filing systems for office correspondence and admin and log related official documents.
• Provide logistic & administrative support to the team.
• Assist in procurement of Office Supplies and office stationery. Coordinate and maintain stock of stationery and office supplies at the Mercy Corps for the programs team.
• File all the financial and operational documents in an orderly manner.
• Assist to manage petty cash ensuring proper accountability and replenishment.
• Support to program staff during program activities delivery.
• Assist the Admin & Log officer for Fleet Management which includes vehicle request management, repair and maintenance, Insurance, renewal etc.
• Assist the Admin & Log Officer to Implement and manage relevant logistics systems which includes asset and, Inventory, warehouse, and transportation management.
• Provide support for HGSFP program team for their field travel plan and management
• Support admin team to track the leave and travel record.
• Perform any other duty as maybe assigned by as well as supervisor.

Procurement

• Assist the Procurement Specialist to coordinate with HGSFP partner NGOs for procurement plans and provide necessary support for the effective and efficient implementation of procurement activities.
• Assist the procurement specialist to update and maintain HGSFP supply chain management information database at PNGOs level under the guidance of the procurement specialist.
• Collect the procurement plan from the program and make necessary arrangements for the procurement of goods and services as per the procurement plan under the guidance of the procurement specialist.Assist the Program Teams and Admin & Logistic officer for source to pay (S2P) which includes support in purchasing, receiving and payment to supplier/vendors.
• Assist the Admin & Logistics officer to maintain up-to-date procurement files based on PR numbers.

Finance and Compliance Management

• Assisting in the timely payment of office rent, electricity, telephone, and other vendors payment.
• Assist program team to ensure all required documents and Code before submitting finance for the settlement.
• Ensure all interventions adhere to Mercy Corps’ Gender Policy, Do No Harm principles, and beneficiary accountability standards.
• Ensure all internal control procedures are adhered to and that necessary measures are put in place to ensure high standards of accountability and compliance.
• Work closely with finance/compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.
• Support on financial Monitoring of Partner Organization

Accountability

• Reports Directly to: Administrative and Logistics Officer- Dhangadhi Office with a dotted line to Procurement Specialist
• Works Directly with: Program Manager, Field Manager, Technical Team, MEL team, Admin & Logistic Officer, Finance and Compliance team.

Required Qualification and skills

• Bachelor’s degree in business studies or equivalent
• Basic computer skill (MS Word, MS Excel, MS PowerPoint, and email internet)

Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact. We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.