Admin and Finance Officer

Job Title: Admin and Finance Officer

Reports to: Admin Finance Manager

Location: Central Office, Kathmandu

No. of Requirement: 1

Organization Overview:

We are excited to announce a new opportunity at KOSHISH for managing accounts and ensure compliance in coordination with Field Finance Officer located at multiple location within Nepal. KOSHISH, established in 2008, is a non-governmental organization dedicated to promoting mental health and psychosocial well-being in Nepal. Embracing the spirit of "NOTHING ABOUT US WITHOUT US," KOSHISH advocates for the inclusion and meaningful participation of individuals with mental health conditions and psychosocial disabilities. KOSHISH actively engages in community-based mental health programs, awareness campaigns, and advocacy efforts. Our overarching goal is to mainstream mental health within the broader health system and societal domains, such as social protection, education, inclusion, and employment.

Position Overview:

The Admin Finance Officer will be pivotal in ensuring the effective implementation of financial management systems and administrative procedures within the organization. This role involves overseeing financial operations, implementing internal controls, managing cash flow to projects, as well as ensuring timely and accurate reporting to donors as per their requirements and standards.

Key tasks and responsibilities

Financial Management (60%)

• Accounting and reporting of projects as per the guidelines and format provided by the partner organization in coordination with the admin finance manager.
• Review and check the reimbursement/settlement requests of staff, vendors, and consultants.
• Follow the organization and partner’s policies and guidelines to ensure compliance with all the requirements and necessary documents for financial transactions.
• Prepare vouchers and maintain systematic documentation on a timely basis.
• Prepare bank reconciliations statements, account reconciliation as well as vendor reconciliation monthly.
• Payment of Tax and submit TDS in IRD on timely basis.
• Handle petty cash of the project.
• Prepare and submit monthly financial reports to the finance manager on a monthly, quarterly, and semi-annually basis.
• Prepare budgets for the project as per the need. In addition to this, Prepare and forecast of funds in coordination with the project manager/coordinator.
• Review the field budget activities to ensure cost-effectiveness.
• Identify issues in accounting (Vouching and documentation) and discuss with the supervisor for possible resolution.
• Communicate with the donor in coordination with the admin finance manager and respond.
• Provide support role on the external audit, internal audit and facilitate project audits along with preparation of the relevant documents.
• Update project-specific variance status and issues related to finances to the finance manager and project manager.
• Coordinate with project stakeholders to streamline financial processes and address concerns or queries promptly.
• Prepare a monthly plan and submit reports regularly.
• Other duties as assigned by the organization.

Administrative Support (15%)

• Provide administrative support to project activities, including procurement, logistics, and
• coordination with external stakeholders, in alignment with project objectives and timelines.
• Oversee timely procurement of goods and services and manage vendor contracts.
• Conduct annual inventory of office equipment.
• Maintain project documentation, including contracts, agreements, and correspondence, ensuring accurate record-keeping and compliance with organizational and donor requirements.
• Facilitate and support organizing project meetings, workshops, and events, including logistical arrangements and documentation, to support effective project implementation and stakeholder engagement.
• Liaise with government agencies, local authorities, and partner organizations as necessary, fostering strong collaborative relationships and ensuring smooth coordination of project activities.

Internal Controls and Compliance:( 15%)

• Establish and maintain robust internal controls to safeguard project funds, ensuring adherence to organizational policies and donor requirements.
• Conduct regular reviews of financial transactions and documentation to uphold established procedures and identify opportunities for enhancement.
• Guide and assist project staff in adhering to donor regulations, financial reporting requirements, and documentation standards.
• Collaborate closely with the project management team to promptly address audit findings or recommendations.
• Efficiently manage project cash flow by forecasting funding requirements and maintaining adequate liquidity for project operations and payments.
• Monitor receivables and payables, regularly reconciling accounts and promptly resolving any discrepancies with project vendors.
• Develop and enforce rules, guidelines, and procedures to ensure the safety and security of staff and project assets.

Reporting (10%)

• Prepare accurate and timely financial reports, including budget vs. actual analysis, expense reports, and cash forecasts, for submission to donors and management.
• Compile financial reports on project activities, achievements, and challenges, ensuring compliance with reporting requirements and highlighting key outcomes.
• Support in preparing donor reports, presentations, and other communication materials, providing financial insights and analysis as needed.
• Support the external and internal auditors during audits, providing necessary documentation and explanations to ensure audit readiness and compliance.
• Any other job as assigned by the reporting manager.

Safety & Security

• Ensure financial safety & security during project implementation in collaboration with the central office.
• Analyze/identify potential risks and handle any issues that arise.

Safeguarding

• Responsible for ensuring compliance with all aspects of the organizational Safeguarding and Prevention of Sexual Exploitation, abuse, and Harassment policies and associated standards and procedures in collaboration with the central office/ safeguarding focal person.
• Any other task assigned by the organization relevant to your experience and requirements for the projects.

Job Specification

• Bachelor’s degree in accounting, Finance, Business Administration or other related fields.
• At least 4 years of experience in accounting and relevant INGO/NGOs grants management experience working under donor-funded programs.
• Proficiency in financial software applications and Microsoft Office suite, with advanced Excel skills for financial analysis and reporting. (Preference will be given to the candidates having knowledge in FAMAS software)
• Good knowledge of taxation laws prevails in Nepal.
• Good communication skills and fluency in spoken and written English and Nepali.
• Demonstrated track record of delivering high quality reports on time.
• Capacity to manage multiple tasks simultaneously and high level of attention to details in all aspects of work responsibilities.
• Strong people-centered skills and proactive approach.

Salary: Negotiable as per competence and experience.

Application Procedure:

• Interested candidates are requested to send their updated Resume and Cover letter including expected salary in PDF version via email at recruit@koshish.org.np
• Please clearly mark in the subject line as "Application for the post of Admin and Finance Officer".
• The deadline for application submission 15/07/2024. Only shortlisted candidates will be contacted for further process.
• The application will be processed on a rolling basis and closed when the suitable candidates are selected.
• Please clearly mention minimum three referees on your Curriculum Vitae. (including contact number, email id etc.)

Note:

1. Eligible candidates with disabilities, women are encouraged to apply.
2. KOSHISH reserves the right to accept or reject any or all applications without assigning any reason whatsoever.