Finance and Admin Officer (FAO) is entrusted with the responsibility for planning, organizing, leading, controlling, and monitoring function in Provincial Office West (POW) in the area of Financial and Administrative Management including Procurement and Logistic and ensure the full compliances of Financial and other policies of LWF Nepal. S/he reports to Program Manager, West, and Finance Manager, Country Office.
Position: Finance and Admin Officer
Organizational unit: LWF Nepal/Provincial Office West
Duty Station: Provincial Office West, Dhangadhi
Project: Development Project
Report to: Program Manager-PoW and Finance Manager-Country Office
Grade: 6
Duration of the Contract: Till end of December2021 possibility of extension
General:
Familiarize and work in accordance with the Vision, Mission, Overall Goals, and Objectives of LWF as a Humanitarian and Development Organization.
Familiarize and work in accordance with the Policies, Manuals, and Guidelines of LWF Nepal.
Familiarize and working accordance with the established strategies of LWF Nepal and the partner organizations.
Be free from the political influence of any parties and political activities.
Specific:
a) Finance
Be accountable for projects under Provincial Office West (POW) and equipped yourself with projects and partner's basic information.
Ensure the full compliances of LWF WS Finance Manual, Procurement Manual, HR manual, and Administrative Policies.
Ensure that internal controls are set up in POW-LWF Nepal and check whether such controls are effectively used to avoid risk and fraud in the financial area.
Ensure the controls in SAGE 300 accounting software in respect of posting transactions, reporting, and backing up the data.
Assist the accountant in keeping the books of account up to date.
Prepare and submit a monthly plan based on regional plans and donor agreements.
Ensure compliance with tax law and other applicable laws of the Government of Nepal.
Responsible to prepare different Financial Report to be submitted to different donors as per donor agreement.
Facilitate to prepare, review and ensure the actual performance against the approved work plan and Budgets of all projects and Implementing Partners whether the activities are carried out in line with the Partnership Agreement, policies, Procedures and economically, efficiently, and effectively.
Monitor the financial and program status of implementation of planned activities and their results and to support the implementing partners of POW in keeping the books of account and provide the monitoring report to PPC
Recommend and ensure that all payments are properly authorized and paid in accordance with the terms of a Partnership agreement and LWF Policies.
Assist the project/program teaming in the budgeting of projects including the revision of the budget.
Monitor the policy compliance of procurement activities of POW.
b) Procurement:
Facilitate and monitor procurement and store functions and execute administrative duties in coordination with respective duty officers and in maintaining such an administrative environment that is fair, transparent, and healthy and as per Core Humanitarian Standard.
Ensure that all procurement requirements are planned at the project application phase.
Ensure that procurement staff is timely involved for the sake of giving input on market conditions, prices, procurement procedures.
Ensure that estimates and costs are in accordance with working budgets.
Ensure that all procurement is carried out objectively in a fair, transparent, and non-discriminatory manner.
Ensure obtaining the best value for money and the best interest of the organization.
Ensure that procurement fulfills donor requirements.
Ensure that all decisions on procurement are clearly documented and an audit trail is maintained at all times.
c) Administrative
Archive the finance documents, staff profiles, legal agreements, and files. Coordinate with IT in digitalizing the files and documents as per exit strategies.
Responsible for coordinating the disposal of office assets as per exit strategies.
Coordinate and ensure the overall management of the logistics department.
Liaison with the bank and other government institutions.
Correspond and supervise on the various administrative matters including fixed assets and store management.
Maintain office premises to provide good working environments.
Ensure that personnel files of employees have been maintained and updated.
Others:
Contribute to strengthen resource mobilization and contribute to fundraising initiatives.
Contribute to strengthening Provincial Management Team (PMT).
Attend LWF Nepal's forums and meetings as and when required.
Carry out other tasks as assigned by the LWF Management.
At least Bachelors’ Degree in Business Studies with Finance major or any other equivalent relevant academic discipline.
Minimum 5years of professional experience working in Financial management in I/NGO.
Ability to work effectively in a team and staff mobilization.
Good interpersonal and official communication, email, and internet skills with a learning attitude.
Knowledge of institutional development and capacity building, skills of proper documentation of financial matters.
Proficiency in written and spoken English.
Result-oriented Nepalese individual candidates are requested to submit the CV along with the interest letter to Human Resource Department at recruitment.nepal@lutheranworld.org by 29 January 2021.
Qualified female candidates and candidates from dalit, disadvantaged, and socially excluded groups are strongly encouraged to apply. Only shortlisted candidates will be notified of the selection process. Canvassing shall lead to automatic disqualification. Telephone inquiries will not be entertained.
Please refer to https://nepal.lutheranworld.org/content/announcements-nepal for JD