Position Overview:
The Associate, Administration and Finance (AFA) will be responsible for carrying out all administration and finance related tasks including keeping records of all financial transactions at Field Office (FO) level. S/he will have regular interactions with all the staff at FO level and provide general help as and when required. The primary responsibilities of AFA includes assisting in maintaining all aspects of the organization’s finances and accounting, procurement, filing, liaising, controlling inventory, arranging vehicles, handling petty cash and requesting funds to Country Office (CO) for meeting expenditure at FO level. S/He will also be responsible to scrutinize monthly financials of Partner Non-Government Organizations (PNGOs) which comes within the related FO jurisdiction for reporting to Field Manager-Program Operations (FPM) and approval from Director-Operation Director (POD) and monitoring and support visit to related PNGOs. S/he will directly report to the Field Manager-Program Operations (FPM).
Duties & Responsibilities:
The position will require performing the below given job responsibilities not limited to:
Development & Planning:
Coordinate with CO and other FO colleagues for preparing FO Annual Plans and Budget.
Monthly tracking of budget vs Actual and collecting, compiling, analyzing and providing reasons of variance on line item to FPM for review.
Accounting & Finance:
Check the authenticity of the bills, vouchers and other supporting documents of FO prior to the payment to assess accuracy and completeness for the payment procedure.
Compliance of Income Tax Act, 2058 while making the payments.
Maintain books of account accurately and regularly and post all the expenses to the relevant books of accounts (accounting software) as per RtR requirements.
Ensure that all the expenses for a particular month are booked within the month and coordinating with the other department colleagues for obtaining related documents on time for booking of financial transaction (i.e. matching concept accounting to be followed).
Assist FPM in supervising financial administration of FO thereby, ensuring daily processing of financial transaction and meeting minimum internal control requirements.
Support FPM in partners’ capacity building activities in relation to financial management.
Check and review all the bills for FPM’s timely approval and recommendations for approval.
Keep proper and updated record of Partner’s account and transactions.
Carry out banking transactions as per need.
Support program team for collectively checking partner’s financial expenses and make sure that allthe bills are acknowledged by the concerned program personnel to ensure the occurrence of the activity.
Check and forward FO staff insurance claims to CO timely.
Manage the process of annual and other audits, viz. statutory, funded partner, Internal Audit.
Prepare monthly fund forecast for FPM’s approval.
Handle petty cash.
Other task related to Finance as delegated by CO.
Administration and Logistics:
Carry out all administrative works including procurement in FO and Field Units (FU) in coordination with Administration team in the CO.
Manage required logistics support such as: arrange venue for seminars/meetings, vehicles for the field visit etc.
Maintain and update the record of inventory of fixed assets and other materials available in the FO and FU.
Keep the record of monthly vehicle mobility of field staff.
Pay house rent, bills of utilities and other relevant activities at FO.
Repair and maintain office assets, including two wheeler regularly.
Carry out prequalification of local vendors in coordination with Administration team in CO.
Collect quotations and prepare comparison sheets for procuring the materials locally at FO level, following all requirements suggested by CO as well as Government regulations.
Prepare consultants’ and vendors’ agreement including annual maintenance contract as per the need.
Keep systematic records of all the documents and office correspondence.
Collect and forward documents, parcel, materials sent from FO and FU to forward to CO and vice versa.
Carry out other functions as per need and periodically and rationally suggested by the supervisor.
Monitoring and Evaluation:
Conduct financial monitoring visit to PNGO for cross verification of reported expenditure.
Provide timely support, necessary orientation, on-site coaching to PNGO for the improvement of their financial mechanism.
Analyze budget and expenditure, recommend way of being cost effective and reduce variance on budget utilization.
Reporting:
Prepare monthly financial report for submission to COin conformity with Finance and Accounting Policy Manual (FAPM) and other reporting and procedural standards.
Prepare monthly and quarterly reports and submit to the FPM.
Prepare monthly fund forecast and submit it to FPM for approval.
Prepare monitoring and support visit report of PNGO and share it to FPM and CO Finance and Program Operation.
Qualifications:
Required:
Bachelor’s degree in Management specialized in finance and/or accounting
Two years’ experience in administration and finance with at least, one year experience in Development Sector
Strong planning, supervising and time management skill
Knowledge of government regulation in relation to procurement and account
Sound technical knowledge of laws of land and accounting principles
Ability to travel frequently to districts throughout the country
Strong verbal and written communication skills in English and Nepali
Superior interpersonal abilities
Strong Computer skills in MS package especially in excel and had at least one year of experience in working in accounting software
Resourceful and well organized
Ability to establish credibility and be decisive – but be able to recognize and support the organization's preference and priorities
Preferred:
Semi qualified CA (CA Intermediate/ Chartered Accountancy Professional (CAP)- II)
CAP- II passed, completed Articleship training and no more appearing in CA Final exam
One year experience in administration and finance (preferably in Development Sector) apart from Articleship
Compensation:
Room to Read offers a competitive salary with excellent benefits; benefits including 13th month bonus, provident fund, health and accidental insurances for staff and their family; leaves and staff professional development. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, fun, and rapidly growing organization that is changing, transforming the lives of millions of children in developing countries by focusing on literacy and gender equality in education.
Location(s)
Nepal - Tanahun
To be successful at Room to Read, you will also:
Have passion for our mission and a strong desire to impact a dynamic nonprofit organization
Be a proactive and innovative thinker who achieves results and creates positive change
Have a very high level of personal and professional integrity and trustworthiness
Embrace diversity and a commitment to collaboration
Thrive in a fast-paced and fun environment
Room to Read is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds. EOE/M/F/Vet/Disabled
We envision a world in which all children can pursue a quality education, reach their full potential and contribute to their community and the world.
To achieve this goal, we focus on two areas where we believe we can have the greatest impact: literacy and gender equality in education. We work in collaboration with communities and local governments across Asia and Africa to develop literacy skills and a habit of reading among primary school children, and support girls to complete secondary school with the life skills they’ll need to succeed in school and beyond.