Job Description
JOB SUMMARY
The Finance and Admin Officer is responsible for providing financial and administrative support in order to ensure effective, efficient and accurate financial and administrative operations under direct supervision of Finance Coordinator/Manager. The Finance and Admin Officer must comply with the administrative and accounting procedure of LWF Nepal Country Office. The position would be seconded to any of the LWF's partner's office.
GENERAL
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The Finance and Admin Officer is supervised by the Finance Coordinator/Manager (FC) and shall continuously plan and implement activities in accordance with the LWF overall strategic plan and annual operational plan.
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Finance and Admin Officer is expected to comply with LWF/partners policies, directives, rules and procedures, as well as national legislation.
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Finance and Admin Officer is expected to maintain close cooperation and coordination with all staffs as needed to effectively and efficiently accomplish duties and operational objectives.
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Finance and Admin Officer is expected to contribute with professional and positive attitude and work environment within the office as well as towards the partners and other external stakeholders.
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Finance and Admin Officer is expected to continuously strive for meeting established objectives and to ensure that all activities and costs are justified with direct purpose to meet to those objectives.
RESPONSIBILITIES & MAIN WORKING TASKS FINANCE WORK (60%)
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To maintain financial systems and controls to ensure the efficiency, integrity and transparency of the office and sub-office operations in accordance with partner guidelines, national legal requirements and (GAAP-General Accepted Accounting Principal).
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To ensure all accounting records and supporting documentation for all financial transactions are maintained in a systematic order and in a safe and secure condition under the custody of the organisation.
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To provide partner with complete, accurate and timely financial reports, including institutional donor reports where required for all projects implemented in the country, in the required formats.
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To maintain accurate and effective financial controls on all transactions incurred by the office and sub-offices as part of project implementation and other related costs.
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To maintain effective control over Cash, Bank and Partner control account (Ensure that cash in hand, Cash at Bank and Partner control account reconcile with accounting records). Ensure that the office and sub-office funds are well managed and that adequate funds are available to meet the organisation’s responsibility.
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To prepare quarterly, monthly financial reports as well as prepare statutory financial report (donor funded) to the IR finance department.
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To assist and support the Finance Manager in ensuring that all field office bill and voucher expenditures checking and meet partner and institutional donor requirements and remain within the approved plans and budgets.
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To ensure the effective and efficient working of budgetary, accounting, reporting and internal control systems for the field and all sub-offices.
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To manage and undertake local internal audits of the field and sub-offices including implemented projects
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To build the capacity of the field offices and Partners to manage funds effectively and efficiently, meeting international standards and the standards of the IR donor agencies.
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Coordinate with partners for timely submission of monthly financial report and further consolidation and submission of reports to the Regional Finance Manager/HQ.
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Provides accurate and punctual financial management, reports and forecasts on the organisation’s income and expenditure.
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Support the Financial Manager/SPM in the revision of the project budgets (institutional and IR funded)
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Support Financial Manager/SPM in the development of plans and budgets for new proposals.
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Any other task assigned by Line Manager or senior.
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Placing Timely request for funds from HQ with necessary supporting documents.
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Handles petty cash as per organization policy and procedures
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Good Knowledge about VAT and TDS and VAT and TDS deduction from the bill as per Govt. rules and regulation.
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Financial Monitoring of the implementing partner and collect necessary bill and voucher from the partner as required.
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Analyse monthly financial report received from the partner
ADMINISTRATION WORK (40%)
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Undertakes general admin tasks under the direction of the Finance Coordinator/Manager e.g. dealing with items of correspondence, telephone messages & enquiries and filing
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Maintains human resource files, staff leave record, attendance register, time sheet, reconciliations, fixed asset registers, purchasing files, agreement files, incoming/outgoing register etc.
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Issues invitation to bidders and suppliers, collects quotations, prepares comparison sheet and submits with recommendation to Finance Coordinator/Manager and Senior Programme Manager as needed.
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Prepares purchase orders for procuring goods/services and submits it to Finance Coordinator/Manager.
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Carries out general shared office related works, such as receiving guests, arranging trainings and meetings etc.
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Carries out small procurement, maintains office supplies and ensures cleanliness in the office. - Provide logistic support to all staffs and interns
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Carries out payment of monthly routine bills/ invoices (Telephones, Electricity, Water etc.)
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Supervises Support staffs, Guards and outsourced ancillary staff.
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Assists Senior Finance Officer to purchase, regulate and maintain the insurance policy for staff members and asset of the office.
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Keeps record of office inventory and maintains inventory ledger.
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Manages repairs and maintenances of office building, furniture, computers, intercom and equipment - Coordinates with service providers and arrange hotel and transport facilities as per requirements.
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Support Finance Coordinator/Manager for Timely deposit of monthly TDS into Inland Revenue Office (IRO) and perform e-TDS.
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Ensures all administrative documents are kept safe and secure
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Timely collection and payment of bills/invoices and settlement of advance, liabilities and receivables.
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Carry out administrative process to meet the objective of program activities in Country Office.
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Carries out banking transactions of the office.
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Ensures logistic support to organize organizational events and workshops effectively
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Ensures basic IT support to all staffs - Supports other works as per need as directed by Senior Programme Manager, supervisor and other staffs.
Core Competencies
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Fluency in English and Nepali writing and speaking - Good interpersonal and team work skills - High level of integrity, confidentiality - High level of drive for results with accuracy
Functional Competencies
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Excellent interpersonal skills
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Competent in bookkeeping skills
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Analytical and problem solving skills
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Effective verbal, listening and written communications skills
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Attention to detail and high level of accuracy
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Computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs. Strong Excel and MS Office skills
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Work prioritization and time management skills - Pro-activeness and self-starter of own work
COMPENSATION AND BENEFITS
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Salary range for the position: Salary will be as per LWF Nepal Country office human resource regulations and can be negotiable depending on the candidate’s relevant experiences and qualifications.
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Vacation: Vacations days in accordance with LWF Nepal Office rules and regulations and practices.
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Insurance: Coverage of medical and accidental insurances schemes in accordance with LWF Nepal Country Office regulations and practice.
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Other benefits: Pension fund, festivity allowances and gratuity etc. are in accordance with LWF Nepal Country Office rules and as per labour law of Nepal.
Qualification and Experience:
Required Master or Bachelor Degree or equivalent in Accountancy/Finance from a recognized university with at least 5-7 years of proven successful experience in the field of accountancy/finance and administration functions in INGOs/NGOs/donor-funded projects.
Note: Job description is subject to revision annually or as per requirement of LWF Nepal.
Apply Instructions
Submit the CV along with the interest letter to Human Resource Department at recruitment@lwf.org.np
This Job is expired. The Company is no longer accepting applications for this position.
