Admin and Finance Assistance (AFA)

Scott Wilson Nepal

Terms of Reference (TOR) for Admin and Finance Assistance (AFA)

Please read the TOR carefully before applying to ensure that it matches your experience and background. Individuals who do not meet the requirements will be immediately disqualified.

Position: Admin and Finance Assistance (AFA)

Financial Remuneration: Attractive package reflecting competencies and experience

Working Days: 5 days a week (Monday – Friday, 9:00 a.m. to 5:30 p.m.)

Contract: Long-term

Probation Period: 3 Months 

Location: Maharajgunj, Kathmandu (Central Office)

Reporting to: Admin and Finance Officer (AFO)

A. Finance and Accounting Roles and Responsibilities

• Voucher Preparation: Prepare and process all vouchers in the FAMAS accounting software by reviewing receipts, travel bills, travel orders, dates, and other supporting documents. Ensure that all expenditures are eligible and allocated to the correct budget lines and codes
• Transaction Recording: Ensure that all transactions are updated and recorded accurately in the ledger book, Excel spreadsheets, and relevant computerized accounting systems.
• Financial Reporting Support: Assist in the preparation of weekly and monthly financial reports, ensuring they are completed in the prescribed formats and include details of advances.
• Tax and VAT Compliance: Assist in the timely deposit of VAT and TDS, ensuring compliance with the prevailing Income Tax Act of Nepal. Verify E-TDS returns
• Reconciliation of Accounts: Reconcile all bank and cash accounts, petty cash, cheque books, bank statements, BRS, accounts payable, receivable, and advances on a monthly basis.
• Petty Cash Management: Manage and maintain records of petty cash transactions, ensuring accurate documentation and reconciliation.
• Invoice Management: Prepare and submit project invoices to clients and follow up regularly to ensure timely payments.
• Advance Settlements: Collect appropriate documentation to process the timely settlement of all advances.
• Vendor Payment Verification: Verify the accuracy of supporting documents and bills from suppliers before processing payments.
• Voucher Review and Compliance: Prepare and review vouchers, ensuring all supporting documents are complete and compliant with procedures. Ensure that all expenditures are eligible and allocated to the correct budget lines and codes.
• Salary and Bill Payments: Support the timely disbursement of salaries, rent, utilities, supplies, electricity, telecommunications, and other operational payments as needed.
• Financial Report Consolidation: Assist the finance team in updating and consolidating financial reports.
• Audit Assistance: Support internal and external audits and contribute to report preparation.

B. Administrative Roles and Responsibilities

• Personnel Records Management: Maintain and update personnel leave records, medical records, timesheets, worksheets, and credentials for all staff.
• Procurement Support: Provide support in procurement processes, ensuring smooth operations.
• Logbook Maintenance: Ensure the maintenance of vehicle logbooks, personal motorbike logbooks, telephone logbooks, and asset maintenance logbooks on a monthly basis.
• Asset Tracking and Maintenance: Update and track office assets, ensuring proper maintenance and management of all assets.
• Travel and Logistics Support: Provide logistical support and make travel arrangements for field staff as required.
• Event Support: Assist in providing logistical support for office events, training sessions, and meetings, ensuring they run smoothly.
• Other Administrative and Financial Tasks: Perform additional administrative and financial tasks as required to support the smooth operation of the office.

Qualifications and Skills:

• A bachelor degree in Finance, Accounting, Business Administration, or a related field.
• Proven experience of minimum one year in finance and accounting in the development sector
• Knowledge of Nepali tax laws and regulations, including VAT and TDS.
• Proficiency in Microsoft Office, particularly Excel, and familiarity with accounting software (FAMAS or similar).
• Strong organizational and multitasking skills.
• Attention to detail and ability to work with minimal supervision.
• Good communication skills and the ability to collaborate with different teams.

To apply:

Please email your CV indicating your current residential address in Kathmandu with the subject heading “Application for the Admin and Finance Assistant” to info@swnepal.com.np. no later than 31st December 2024. 

The shortlisted candidates will be called for an interview commencing on 23rd December 2024. 

We give priority to candidates who live within a comfortable commuting distance from the SWN office in Maharjgunj/Panipokhari, Kathmandu and are committed to a diverse and inclusive team structure.

We encourage potential applicants to visit www.swnepal.com.np  for more details on our team, location, and the services we provide.