Finance and Administrative Officer Mid Level

Survivors Nepal
Location: Thapathali
Salary: Negotiable
Posted Date: 2018-09-27 Deadline: 2018-10-07
  • Nos. of Opening : 1
  • Location : Thapathali
  • Working Position : Mid Level
  • Qualification Degree : Bachelors
  • Salary : Negotiable
  • Category : NGO / INGO / Social work
  • Nature : Full Time
Job Description

1. Develop and implement effective financial management systems and processes: 
a. With the support of Survivor’s Treasurer and/or external experts, continue to improve the financial management systems and processes of Survivors Nepal to meet high accounting standards and ensuring accountability and transparency of all financial transactions.
b. Develop, refine and implement sound financial business processes, appropriate reporting formats, quality benchmarks, and adequate record keeping and acquittal forms.
c. Periodically review the financial management guidelines and make necessary updates as required by the complexities of projects and/or donor requirement.
2. Budget control and accounting management: 
a. Regularly monitor budget vs expenditure to ensure that the expenses are charged to the correct project and are within budget.
b. Prepare, operationalise and monitor annual budgets for office expenditure, projects and other requirements with the support of the Treasurer, the Director and Survivors staff.
c. Monitor bank accounts and inform the team members, the director and the board of the balance details, burn rate and any critical balance shortfalls. 
d. Plan and conduct external audits according to the principles set by the audit authority of Nepal. In cases when donors require project specific audits, conduct ad-hoc external auditing and ensure that the process adheres to all audit principles and that standards are compliant with donor requirements. 
e. Assist external auditors in conducting the audit process and prepare relevant documents in a timely manner to assist with the external audit process. 
f. Ensure that all accounting practices in Survivors Nepal are compliant with the government regulations including but not limited to taxation, customs and other relevant tariffs. 
g. Track all disbursements for sub grantees and make timely payments to sub-grantees. 
3. Procurement and asset management:
a. Procure supplies, goods and equipment for office use, following the procurement process specified in the procurement manual.
b. Prepare a periodic procurement plan, conduct bidding processes and develop long term agreements with high volume vendors.
c. Support the procurement and supply management of goods for construction supplies.
d. Develop lists of essential supplies for disaster relief and prepare a dossier of vendors for emergency procurement.
e. Tag all office equipment adequately, conduct a full inventory of all Survivor’s assets, maintain an asset database and manage the assets according to best practice inventory management guidelines. 
4. Book-keeping:
a. Manage the day-to- day expenses of Survivors Nepal.  
b. Manage the petty cash account according to the financial guideline. 
c. Manage all office expenses, enter them into the accounting software, ensuring all records are accurate and up to date.
5. Developing financial plans, project budgets and grant proposals:
a. Develop detailed budget breakdowns of any approved project budget and monitor compliance. Report variance monthly. 
b. Assist office team and the senior management in preparing budgets for grant proposals.
6. Monitoring, supporting sub-grantees, training and supervision:  
a. Develop financial management benchmarks for each sub-grantee according to the needs of the project and the capacity of the sub-grantees
b. Monitor sub grantees to ensure compliance with the financial management benchmarks. Take any necessary action to mitigate damages and improve systems in cases where compliance is an issue. 
c. Train sub-grantees on bookkeeping, procurement, inventory management, and recording and reporting according to the principles and guidelines of Survivors Nepal. 
d. Provide a financial reporting template to the sub-grantee. 
e. Review and provide feedback on the quarterly reporting of sub-grantees.
f. Consolidate the reports from sub grantees and prepare a donor report. 
g. Prepare donor reporting according to the requirement set by the donors.
7. Reporting 
a. Prepare a detailed monthly financial report for the Board including bank balances, monthly expenses, variances and budget versus actual, according to the donor programs and/or according to the projects
b. Assist senior management with the financial reporting for annual reports 
c. Prepare quarterly financial updates for the Survivors website. 
8. Develop and implement administrative systems and processes: 
a. Develop and manage an efficient filing system, labelling and tracking all office documents, correspondence, agreements, project documentation and other relevant materials, enabling ease of retrieval by all staff as required.
b. Manage office supplies and consumables and replenish as required in a timely manner. 
c. Maintain staff attendance and leave records, monitoring compliance and preparing a monthly report for senior management. 
d. Manage the confidential HR documents including agreements, appraisals and others. 
e. Manage staff payroll.
9. Self-learning and growth
a. Develop bi-weekly self-learning areas and prepare sessions in coordination with the other staff members.
b. Plan and participate in skills building trainings. 

Job Specification

Must be a Nepali citizen.
Minimum Bachelor’s Degree in Business Administration, Accounting or Management (Master’s preferred).
Having at least 3 years relevant experience in the field of finance and accounting.
Experience working with an NGO or other relevant organizations.
Fluent in English & Nepali languages written and spoken.
Excellent accounting packages, especially Tally.
Good reporting, communication, and interpersonal skills are required.
Good in Office Package (Word, Excel, PowerPoint, Internet, and Email).
Ability to work in a multi-cultural as well as with busy working environment, handling with the pressure of works and meet the deadlines.

Apply Instructions

Interested candidates meeting the above criteria are requested to send a cover letter and recent updated CV to by 15 October 2018. Competent women candidates are highly encouraged to apply. Only shortlisted candidates will be contacted for further steps of the recruitment process.

This Job is expired. The Company is no longer accepting applications for this position.

Organization Summary

\r\n \\r\\n \\\\r\\\\n Survivors Nepal is a non-political, not for profit organization founded on the principle of assisting those who are in need without the distinction of race, ethnicity, gender, age, ability or social status. Survivors operates with a development model which implements cost-effective solutions to the problems and challenges that the community face. Survivors delivers community centric projects for humanitarian response and disaster relief, works to improve the quality of rural education, advocates for neglected health and social issues, addressing the stigma of mental health while fostering partnerships for economic development. Survivors was officially registered in Nepal in May 2015 and has its office in Thapathali, Kathmandu.

Industry Type NGO / INGO / Social Work
Location Kathmandu, Nepal
Organization Size 1-10
Active Jobs By Survivors Nepal