Admin and Finance Coordinator

SETO GURANS NATIONAL CHILD DEVELOPMENT SERVICES

Vacancy Notice

[Post: Admin and Finance Coordinator]

Job Title: Admin and Finance Coordinator

Location: Lalitpur, Nepal

Reports To: Executive Director

Duration: Full-time, [March, 2025 to December, 2025 with possibility of extension subject to fund availability]

Salary: Based on the organization’s policy

Organization Overview:

Seto Gurans National Child Development Services, Lalitpur is a pioneer organization in the field of Early Childhood Development. It is registered as an Educational Non-Government organization.

Position Overview:

The Admin and Finance Coordinator will be responsible for managing overall administrative functions, supporting day-to-day office operations, and overseeing financial tasks to ensure smooth and efficient operations of the organization. This role requires strong attention to detail, organizational skills, and the ability to work in a dynamic, multicultural environment.

Key Responsibilities:

1. Administrative Support:

• Manage day-to-day office operations, including organizing meetings, maintaining office supplies, and managing office facilities.
• Handle HR functions, including maintaining employee records, leave management, and assisting with recruitment processes.
• Coordinate logistics for workshops, training sessions, and events, including travel arrangements, accommodations, and transportation for staff and visitors. Prepare TORs. 
• Serve as the main point of contact for the organization, ensuring effective communication both internally and externally.
• Assist for organizational renewal process with tax office, Metropolitan Office, District Administration Office and Social Welfare Council 
• Assist in the preparation of organization Bylaws, and suggest for new system, process and design and internal control mechanism to enhance transparency, regularity, economizing and effectiveness in the organization (if necessary)

2. Financial Management:

• Assist with budgeting and financial planning by preparing and maintaining accurate financial records.
• Monitor cash flow and maintain accounting records, ensuring timely processing of payments, invoices, and receipts.
• Ensure compliance with financial policies, donor regulations, and the Government of Nepal requirements.
• Prepare and review financial reports for donors, auditors, and internal stakeholders, including monthly/quarterly financial summaries as per requirement.
• Assist with the statutory audit, project/donor audit including preparation of financial audits and annual financial reports of the organization.
• Support in preparation of financial reports for funding partner agency, ensuring adherence to the reporting format and deadlines.
• Track project expenses against budgets and timely reporting of any variances to the management.
• Assist in the preparation and submission of funding proposals, providing necessary financial data and support.

3. Procurement and Inventory Management:

• Coordinate procurement of goods and services in accordance with the organization’s policies aligning with the funding agency and local government’s compliance. 
• Support function in maintaining an inventory of assets, ensuring proper recording, tracking, and management of organizational materials and equipment.

4. Compliance and Record-Keeping:

• Ensure compliance with local government regulations, tax laws, and NGO financial reporting requirements.
• Maintain a well-organized filing system for both administrative and financial documents, ensuring ease of access when needed.
• Monitor and report on the proper use of donor funds and organizational resources.

Qualifications:

• Master’s degree in Business Studies, Business Administration, Accounting, Finance, or a related field (CA/ACCA preferred).
• Minimum 2 years of experience as administration and finance lead and/or 5 years of experience in administration and finance roles in the NGO sector.
• Strong understanding of financial management, accounting principles, and budgeting.
• Knowledge of local regulations related to NGOs, taxation, and compliance of Nepal.
• Proficiency in accounting software - FAMAS and MS Office.
• Excellent communication skills in both Nepali and English (written and spoken).
• Strong organizational skills and the ability to multitask and prioritize effectively.
• Ability to work independently and as part of a team in a fast-paced environment.

Desirable Skills:

• Strong knowledge of financial analysis, budget preparation, financial statements, and reporting.
• Expertise in using FAMAS, TALLY, and other accounting software.
• Experienced in supporting and coordinating both internal and external audits, ensuring compliance with organizational and donor guidelines.
• Skilled in managing procurement processes, vendor relations, and logistical arrangements.
• In-depth knowledge of tax regulations in Nepal, including VAT, TDS, and tax clearance processes.
• Ability to develop, review, and monitor budgets, conduct variance analysis, and ensure fund absorption in compliance with project needs.
• Regularly provide training and technical support to staff and partners on financial management and budgeting practices.

How to Apply:

Interested candidates are invited to submit a cover letter and updated CV, including reference docs, to vacancy.setoguransncds@gmail.com by 7th February 2025. Please mention “Admin and Finance Coordinator Application” in the subject line. 

SGNCDS firmly believe in the importance of inclusion and diversity within our organization and strongly encourages qualified candidates from the women, minorities, and indigenous group.

Candidates applying for a job with SGNCDS must be ready to comply with our Child Protection Policy, and Policy on Prevention of Sexual Exploitation, Abuse and Harassment. SGNCDS has a zero-tolerance policy on conduct that is incompatible with the values and mission of SGNCDS, hence, all selected candidates are expected to adhere to these standards and principles.