Appointment  Field Finance and Administrative Assistant, 1-Surkhet, 1-Bardiya,

Crown Agents is a high impact social enterprise passionate about transforming the future for millions of people. Since our creation in 1833 we have worked across the globe to improve public services and drive economic growth. Our expertise is finding new solutions to difficult problems for clients in the areas of health, governance, economic growth, humanitarian action and supply chain services. We work with and train leaders at local, national and international level to achieve lasting change drawing on our insight and experience.

Reports to: Finance and Admin Officer (PIU Office)

Terms of employment: Fixed Term/Project Employment Contract

1. BACKGROUND 

The Nepal Safer Schools Project (NSSP) is one of six projects comprising DFID’s ‘Strengthening Disaster Resilience’Programmein Nepal. These projects look to achieve increased preparednessand capacity of disaster management systems, and the building of resilience to minimise the impact of natural hazards in Nepal.

NSSP is working to increase school safety in the mid- and far west regions of Nepal. Through retrofitting and reconstruction works, anddisaster risk reduction (DRR) education, NSSP aims to develop 180-250 schools as safe learning environments. The Project also aims to share its systems and learnings with the Government of Nepal for wider application and sustainability its aims in Nepal.

In order to achieve this, DFID has contracted Crown Agents to:

• Provide overall management and leadership to deliver the Project on time and within budget:
• Provide technical support for the design and delivery of agreed outputs and activities; 
• Procure equipment and facilities as required, in accordance with the Government of Nepal and DFID’s procurement guidelines;
• Quality assure the work of sub-contract service providers, and monitor, evaluate and provide lessons learnt during implementation for adoption by the Ministry of Education for future school resilience and construction programmes; 
• Coordinate and prepare routine and special progress reports and final programme evaluation and impact assessments;
• Support DFID’s and the PIU’s coordination role with external and government stakeholders. 
• Adapt current safe resilient school guidelines to inform the revision and adoption of updated guidelines and management systems.

2. DUTIES AND RESPONSIBILITIES

The Field Finance and Administrative Assistantwill be based in Crown Agents’Nepal field office and will work closely with the field teamto provide administrative and financial support for the smooth functioning of the office, and implementation of NSSP and other projects in Nepal.

Key responsibilities include: 

Responsibilities related to Finance function:

• Managing field petty cash- Being the custodian of petty cash for all projects of Crown Agents in Nepal.
• Obtain and check all bills/invoices and other supporting documents, travel expenses claims, cash advance request form.
• Ensuring that field staff are aware of administrative and financial regulations.
• Ensure the full financial and procurement compliance as per the public procurement Act and provide the technical support to School Management Committee during procurement of construction materials.
• Ensure the public audit and social audit documents during the milestone payment to SMC. 

Responsibilities related to Administration Function:

• Managing the mobile communications (office phones, phone credit, internet, etc);
• Support in paying office electricity bills and support in procuring Office Stationaries and monthly Kitchen supplies
• Provide support to the technical team in the organisation of events, meetings and workshops.
• Provide support in office procurement as when necessary;
• Monitor daily task off office assistant (cleaner) and provide on the spot feedback;
• Keep update of assets, inventory and stock (for office supplies and stationery) of the field  office and generate stock report on monthly basic;
• Keep leave records and collect the timesheet on time. 
• Management and timely communication of local arrangements such as airport transfers and hotel bookings;
• Supporting School Management Committee with their administration and other arrangements;
• Support in provision of local transportation and compliance with vehicle management policy;
• Review fleet Log Book and Monitoring vehicle for fuel refilling.
• Consolidate fleet reports from field and update maintenance sheet.
• Support the Admin Manager to implement safety and security procedures for travel in accordance with the Operations Manual.
• Be proactive and responsive to performing any other duties and responsibilities as assigned by the Admin and Finance Officer.

• Good in English and Nepali required
• Willingness to be pro-active, responsive and flexible to the changing context of the project;
• Excellent IT skills and confidence in Outlook, MS Word, Excel and PowerPoint;
• Ability to work quickly and effectively under pressure;

• Bachelor’s degree in relevant area such as management/administration is essential
• Minimum of 3 years’ experience in a related field