Finance and Admin Officer

Accounting/Finance

Apply Before : 2020-07-03 (Closed)

VACANCY ANNOUNCEMENT

Aasaman Nepal (ASN) ‘A pioneer organization for education and nutrition’, is one of the leading Terai based NGOs led and managed by social activists since its establishment in Dhanusha, Janakpur in 1999. ASN has been engaged in developing and implementing programs aimed at protection, promotion and fulfillment of child rights in Nepal. Currently ASN has been working in 10 districts under 6 Thematic Areas as: Education/Child Protection, Women Empowerment, Livelihood/ Natural Resource Management, Disaster Risk Reduction, Health/ Nutrition and Good Governance.

ASN is going to implement Safe to Learn project partnering with VSO Nepal from July 2020. The project will contribute ending violence and strengthen the capacity of community schools to create safe place for learning. Project intervention will be linked with two VSO-led Girls’ Education Challenge projects (Sisters for Sisters’ Education and ENGAGE Project) in 5 districts (Surkhet, Lamjung, Dhading, Parsa and Sarlahi). This project will support 17,000 girls and boys through a “whole school” approach. Project activities will facilitate empowerment of children, parents and teachers to address the issue of violence, bullying and harassment to promote child safety, gender-responsive and child-friendly teaching, and improve school governance for safe learning and is currently looking for following experienced and dynamic team players for the aforementioned project.

Position: Finance and Admin Officer- 2 Nos.  

Duty Station: (Dhading: 1, Parsa: 1)

Job Summary: Finance and Admin officer is primarily responsible for financial management, accounting and administration for the smooth operation of the organization responsibly maintaining transparent accountable and internal control system within organization as per the policy and compliance. S/he will be maintaining and reporting the financial reports, projecting the annual budget, manage financial data and office documents, assisting the project coordinator in the preparation of the annual budget in close coordination with the program team and VSO Nepal. S/he will be responsible for monitoring, auditing and evaluating the budget effectiveness to the target groups. FAO will work closely with PC, and Program management team to implement financial and administrative planning in an acceptable standard.

Key Responsibilities:

R 1. Administrative operations

• Ensure smooth functioning of finance and administrative operations as per policy and compliance.
• Ensure all payments are made according to organizational policies, local law and contractual agreement with donor/ partner.  
• Ensure maintenance of all payment documents and receipts according to the organizational policies and guidelines.  
• Co-operate and liaise with the other project staff members and the consortium member and maintain close, constructive and dynamic relations with partners.
• Responsible for the overall function of Admin and Finance at field, district and province level.
• Conveys all the required instructions and policies of the organization to the staff and the views of the regional staff to the leading body.

R 2. Accounting

• Ensure that compliance with prevailing laws and organizational policy, all payments are processed in a timely manner, and are accounted properly. 
• Prepare all payments, receipt and transfer vouchers within time period. 
• Prepare transaction worksheet with appropriate codes and according to relevant cost centres and agreed allocation. Stamp all payment documents as per organizational requirements.
• Petty cash administration; make payment petty expenses and update petty cash log sheet.
• Administer the financial information (i.e. vouchers, contracts, agreement). 
• Organize and file vouchers and its supporting documents, taxes, VAT etc in a more effective and efficient way.

R 3. Reporting and relationships

• Prepare financial report as prescribed format and submit to management and VSO Nepal on regular basis.
• Prepare monthly/periodic budget verses actual report and submit to program team for reason for variance.
• Reconcile all receivable and payable, bank and cash before submitting to the donor.
• Prepare quarterly fixed asset register and submit to donor.
• Keeps all relevant documents and a copy of financial report in proper filing system.

R 4. Other responsibilities

• Maintain integrity and accountability of the position.
• Maintain and strengthen the standard of work and credibility of the organization in and outside of office.
• Fulfil other appropriate level responsibilities as demand of the project.

R 5. GBV, child protection and safeguarding

• Ensure that procurement process has fully followed the child protection and safeguarding policies while selecting the vendors.
• Ensure that while making the contract the service providers has signed and committed to follow the child protection and safeguarding policy.  

Required Knowledge, Skills, and Abilities

Essential Skills:

• Good knowledge on accounting software. 
• Strong English communication skills required for the role and will be tested at interview. 
• Ability to work at pace across multiple work streams. 
• Strong management and people skills. 
• Excellent ability to work across cultures, time zones and disciplines with a wide range of stakeholders.

Education + Experience

• Bachelor’s degree in commerce of Business studies or relevant academic qualification with at least two years relevant experiences.
• Good knowledge in accounting and office management. 
• Excellent computer skills, especially in MS word, Excel / Excel reporting. 
• Demonstration of excellent team working and relationship building skills.