Admin and Finance Officer

Job Title

Admin/Finance Officer

Classification Level

Grade 6

Organizational Unit/ Duty Station

(Department / Zone Office / Delegation.....etc)

Japanese Red Cross Society

Kathmandu, Nepal

Immediate Supervisor’s Title

JRCS Country Representative

Technical Manager’s Title

(if applicable)

Number of Direct Reports

(if applicable)

N/A

Number of Indirect Reports

(if applicable)

N/A

Following the earthquakes of 25th April and 12th May 2015, the Japanese Red Cross Society (JRCS), working under the legal framework of the International Federation of the Red Cross and Red Crescent Societies (IFRC), has been supporting the Nepal Red Cross Society (NRCS) in planning, implementation and monitoring of the integrated Earthquake Recovery Programme (the Recovery Programme) comprised of 4+1 projects i.e. shelter, health, livelihood, WASH and Organisational Development (OD) in Sindhupalchok, one of the 14 most affected district.

The a dmin/finance officer is primarily based in the JRCS Country Office in Kathmandu with possible field visits in Sindhupalchok as required.

Under the guidance and supervision of JRCS Country Representative, the admin/finance officer will provide supports in the areas of administration, finance and logistics for the NRCS as well as the JRCS Country Office to ensure its efficient and accountable management of the Recovery Programme, the daily management of the JRCS Country Office and other related matters.

This position is considered as an integral part of the support system of the NRCS both in the assigned sector as well as the overall capacity building of the organisation. As such, this position is expected to work closely and cooperatively with the NRCS when called upon to support.

Note that JRCS Country Office currently has one admin/finance officer. The newly created post is expected to work closely with the above-mentioned officer to strengthen the admin/finance section. The roles and responsibilities between the two officers will be decided according to the expertise and experiences of the both officers. They are expected to play a complementary role together and support each other. The post will be one-year contract with a possible extension .

The main duties and responsibilities include:

Finance

v Support the technical staff of the NRCS and the JRCS Country Office to develop a feasible budget plan

v Support the NRCS to prepare the Recovery Programme fund transfer requests to the JRCS HQ properly in a timely manner.

v Support the NRCS to execute the budget as planned properly as per the NRCS financial regulation

v Support the NRCS to produce high quality financial reports on the agreed timeframe as per the MOU.

v Support the JRCS Country Office and HQ to transfer the Recovery Programme fund requested by the NRCS without delay.

v Support the JRCS County Office to organise an internal budget planning/executing/reviewing meeting on a regular basis

v Support JRCS HQ in Tokyo in the Recovery Programme financial management by providing the necessary financial information

v Support the JRCS Country Office in daily financial management

v Manage petty cash of the JRCS Country Office including ensuring that all transactions are correctly authorised and fully documented.

v Ensure that supporting documentation is compliant with the organisation and donor requirements and provide sufficient translation to English.

Administration

v Provide general administrative support for the JRCS Country Office as required for the office management and for the Programme.

v Organise and maintain the efficient filing systems for the electronic and paper based documents at the JRCS Country Office.

v Provide the JRCS Country Officer with human resource supports as required in attendance/leaves records and related administrative matters.

v Maintain full procurement/liability documentation, contracts, warranties, and etc.

v Safeguard organisational security all access and retain the confidential information in strict confidence.

v Review and update the JRCS Country Office security management with special attention to mission movement.

v Review and update, with supervision of the line manager, the JRCS Country Office emergency management plan and structure

v Engaged in communication with JRCS HQ and relevant bodies, and take an action in case of emergency on behalf of the JRCS Country Representative if required.

v Support the JRCS Country Office in administrative work related to the JRCS delegates’ contract in Nepal

v Assist with occasional management of JRCS visitors from Japan (accommodation, transportation and vehicle arrangement).

v Ensure the JRCS Country Office fully receive the entitled services offered by the IFRC and also be operated as per the IFRC regulation

Logistics

v Support the NRCS to handle smooth procurement related to the Recovery Programme and other JRCS funded projects/activities

v Manage all tasks related to procurements of required service/items for the JRCS Country Office operation (order, delivery, quotation) properly.

v Responsible for stock management and inventory of the JRCS Country Office equipment

v Responsible for general logistic work in the JRCS Country Office (office utility, IT and etc.)

v Provide good fleet management through regular communication with JRCS drivers and IFRC.

v Support JRCS drivers to ensure safe drive through good and regular communication.

Others

v Taking part in meetings related to the required tasks held by NRCS or IFRC.

v Develop reports, work plan, time schedule, and necessary documents as required.

v Communicate closely with the Country Representative and make a suggestion to improve the JRCS staff working environment.

v Play a complementary role together with other admin/finance officer and support each other

v Not limited to the above mentioned, perform other assigned responsibilities.

1.

Abide by and work in accordance with the Red Cross and Red Crescent principles

2.

Perform any other work related duties and responsibilities that may be assigned by the JRCS Country Representative.

Education

Required

Preferred

A Bachelor’s Degree on relevant subject from the Tribhuvan University (TU) or equivalent to TU.

X

Experience

Required

Preferred

More than 5-year experience in the similar works in and outside Nepal with reputed organizations.

X

Knowledge and Skills

Required

Preferred

Good knowledge in programme finance

X

Good knowledge in project management

X

Basic knowledge in fleet management

X

Expertise in computer skills and office software packages

X

Strong interpersonal communication skills

X

Maintaining professional ethics and also high financial disciplinary and morality

X

Eagerness to play an active role through a team-building approach

X

Keeping in a good health to work with busy workload under tough conditions

X

Aware of cultural sensitivity and post-disaster complexity at the community level

X

Honest, reliable, creative and pragmatic aptitude and able to identify, analyse and advise to solve problems.

X

Languages

Required

Preferred

Strong communication skills both in written and spoken in Nepali & English;

X

Fluency in spoken and written in Japanese.

X

Competencies (to be filled in by HR)

Integrity,

Buidling Trust,

Confidentiatlity

Leadeship,

Team Building,

Accountability