Admin and Finance Associate (Female)

Position:

The Admin and Finance Associate (AFA-Female) position is based in IM Sweden Development Partner Nepal Country Office in Kathmandu, Nepal. This position is initially for six months (as fixed term position) from October 2018 until March 2019. However, this position can be extended as the long-term fixed position from April 2019 onward upon the availability of funding from the main donor-Sida and upon the very satisfactory performance of the candidate.

Overall Objective:

Assist IM’s work in fighting against poverty and exclusion through the effective support through financial and administration management, internal control, supporting, and controlling partners.

Job Summary:

The Admin and Finance Associate is responsible for providing administrative and financial support in order to ensure effective, efficient and accurate administrative and financial operations under the direct supervision of Senior Finance Officer (SFO). The Admin and Finance Associate must comply with the administrative and accounting procedure of IM Nepal Country Office.

General:

• The Admin and Finance Associate is supervised by the Senior Finance Officer and shall continuously plan and implement activities in accordance with the IM overall strategic plan and annual operational plan, as well as the Country Director’s directives
• Admin and Finance Associate is expected to comply with IM policies, directives, rules and procedures, as well as national legislation
• Admin and Finance Associate is expected to maintain close cooperation and coordination with all staffs and other IM offices as needed to effectively and efficiently accomplish duties and operational objectives
• Admin and Finance Associate 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 Admin and Finance Associate 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 and main working tasks

Administration Work (60%)

Office Admin

• Manages general admin tasks under the direction of the Senior Finance Officer and Country Director wherever needed e.g. dealing with items of correspondence, telephone messages & enquiries and filing
• Carries out payment of monthly routine bills/ invoices (Telephones, Electricity, Water, TDS etc.)
• Supervises Support staffs, Guards and outsourced ancillary staff
• Manage to purchase, regulate and maintain the insurance policy for staff members and asset of the office under the guidance of SFO
• Keeps record of office inventory and maintains inventory ledger
• Manages repairs and maintenances of office building, furniture, computers, intercom and equipment
• Support Senior Finance Officer for Timely deposit of monthly TDS into Inland Revenue Office (IRO) and perform e-TDS
• Ensures all administrative documents are kept safe and secure
• Timely collection and payment of bills/invoices and settlement of advance, liabilities and receivables 
• Ensure any differences or discrepancies are brought to the attention of the SFO, and proactively follow-up on appropriate action is taken
• Carry out administrative process to meet the objective of program activities in Country Office 
• Carries out banking transactions of the office
• Handles petty cash, maintains office supplies and ensures cleanliness in the office.

Procurement:

• Carries procurement, maintains supplier roster, Issues invitation to bidders and suppliers, collects quotations, prepares a comparison sheet, and submits with a recommendation to Senior Finance Officer and Country Director as needed
• Prepares purchase orders and a decision memo for procuring goods/services and submits it to Senior Finance Officer
• Regular follow up with vendors to ensure the vendors collect their payments on time and obtaining receipt acknowledgement after payments to suppliers and partners on all the bank-to-bank transfers

HR Function

• Maintains human resource files, staff leave record, attendance register, timesheet, reconciliations, fixed asset registers, stationary stock register, vendor roster, purchasing files, agreement files, incoming/outgoing register etc

Logistic Support

• Manage logistic support (hotel booking, air ticketing, vehicle, hiring etc.) to all staffs and interns
• Coordinates with service providers and arrange hotel and transport facilities as per requirements.
• Carries out general shared office related works, such as receiving guests, arranging training etc.
• Ensures logistic support to organize organizational events and workshops effectively
• Ensures basic IT support to all staffs
• Scan bills/invoices of all vouchers to upload into Agresso – accounting software
• Supports other works as per need as directed by country director, supervisor and other staffs.

Finance Work (40%)

• Manage to maintain an accurate and up-to-date accounting of IM’s expenditures, in line with the approved budget and existing requirements. This includes, but not limited to, preparing vouchers, updating cashbook, advance register, and making payments
• Assists SFO in doing all necessary arrangements for the undertaking of the statutory and annual audit of IM office and of the partners, in line with Generally Accepted Accounting Standards
• Ensures that the supporting documents attached to vouchers are accurate, valid and that complies with the tax, contract and other contemporary law of Nepal
• Ensure all payment documents/vouchers are properly filed, numbered and located safely with correct labelling
• Follow and ensure that working and staff advances are settled timely
• Assists Senior Finance Officer to prepare the bank reconciliation statement, income and expenditure accounts, trial balance and balance sheet
• Manage to prepare staff payroll and tax calculation on remuneration
• Manage the preparation of the monthly financial statements and variance reports
• Assists Senior Finance Officer in the preparation of the quarterly and annual financial reports and budgets to donors, Head Office, and SWC/ government authorities
• Assists supervisor and country director on other works as per need in financial management and administration

Competency Required

Core Competencies

• Fluency in English and Nepali writing and speaking
• Good interpersonal and teamwork skills
• High level of integrity, confidentiality
• High level of drive for results with accuracy
• Comprehensive knowledge in working on an Excel spreadsheet.
• Typing skills in both English and Nepali
• Valid Nepali licence of motorbike or Scooter

Functional Competencies

• Excellent interpersonal skills
• Competent in bookkeeping skills
• Negotiation, analytical and problem-solving skills
• Effective verbal, listening and written communications skills
• Attention to detail and high level of accuracy in computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs
• Work prioritization and time management skills
• Pro-activeness and self-starter of own work

Compensation and Benefits:

Salary range for the position:

• Salary will be as per IM Nepal Country office human resource regulations and can be negotiable depending on the candidate’s relevant experiences and qualifications

Vacation:

• Vacations days in accordance with IM Nepal Office rules and regulations and practices

Insurance:

• Coverage of medical and accidental insurances schemes in accordance with IM Nepal Country Office regulations and practice.

Other benefits:

Provident fund, festivity allowances etc. are in accordance with IM Nepal Country Office rules and as per labour law of Nepal.

Qualification and Experience Required

• Bachelor Degree (preferred MBA degree) in Accountancy/Finance from a recognized university with at least 3 years of proven successful experience in the field of administration and accountancy/finance functions in INGOs/donors’ projects/large scale NGOs

Applying Procedure

Please send an updated CV and a motivational letter justifying your demonstrated experiences and expertise to IM Nepal Country Office via email: imnepalrecruitment@gmail.com (with the job title in the subject line) no later than 9th September 2018/Sunday before 5 pm. 

Please mention the date of birth and reference of 2 recent supervisors clearly in your CV.

For detail, contact IM Nepal Country Office via email: uttam.aryal@manniskohjalp.se or call +977 15551 419. 

Only shortlisted candidates will be contacted for interview process during 10-14 September 2018. Successful candidate is expected to join IM office from 1st October 2018 at the latest.

Only qualified FEMALE candidates meeting above-mentioned qualifications, experience and skills are eligible to apply. Qualified FEMALE candidates from highly marginalized ethnic minorities and marginalized Dalits communities are encouraged to apply. IM reserves all the rights to reject/dismiss this recruitment process without assigning any reasons to applicants.

For more information about IM, please visit global.manniskohjalp.se

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