Admin and Finance Officer

Vacancy Announcement: Admin and Finance Officer

Organization: Antenna Foundation Nepal (AFN)

Position: Admin and Finance Officer

Type: Full-time

About AFN:

Antenna Foundation Nepal (AFN) is an independent, member-based, non-governmental, and non-profit media organization established in 2002. AFN focuses on creating inclusive, innovative, and distinctive content that promotes impactful social transformation and positive behavioural change across diverse communities. By utilizing a blend of traditional and digital media platforms, AFN maximizes engagement and influence.

Position Overview:

The Admin and Finance Officer plays a leadership role in overseeing financial management, including bookkeeping and supporting financial decision-making. This position also entails administering contracts, preparing financial reports, and providing technical expertise to AFN’s projects and clients.

Skills and Qualifications:

The ideal candidate should possess:

• Strong deadline management skills
• Accounting and auditing expertise
• Advanced financial analysis capabilities
• Proficiency in statistical analysis
• Sound business knowledge
• Effective communication and presentation skills
• Proficiency with accounting software

Education and Experience:

• Bachelor’s degree in finance, Accounting, or a related field (Master’s Degree preferred)
• Minimum of 3 years of experience in a professional office environment

Key Responsibilities:

1. Planning and Budgeting:

• Prepare annual budgets, including activity and expenditure breakdowns, in collaboration with finance and program staff
• Establish separate budgets and bank accounts for core costs and projects, with clear explanatory notes
• Seek Board approval for organizational budgets and manage budget implementation
• Ensure alignment between budget codes and accounting codes
• Prepare monthly cash flow forecasts

2. Basic Accounting Systems:

• Verify that all AFN payments are backed by supporting documentation
• Record all receipts (cash or cheque) on pre-numbered carbon copy receipts
• Ensure all transactions are documented in cashbooks, maintaining separate records for each bank and cash account
• Conduct monthly updates of cashbooks and maintain project-specific transactions using a standard list of cost centers
• Complete monthly bank reconciliations for each bank account

3. Financial Reporting:

• Submit monthly financial status and budget monitoring reports to senior management
• Provide explanations and comments for budget variances
• Present quarterly financial reports to the board
• Report on cash and bank balances, and outstanding amounts due and owed

4. Internal Controls:

• Ensure safe custody of cash in a locked cashbox or safe, managed by one individual
• Deposit all received cash intact, without prior spending
• Process cheques and ensure all procurement steps are properly followed
• Prepare and document staff salaries, including advances and loan deductions, and submit statutory payroll taxes in a timely manner
• Maintain a register for fixed assets, ensuring they are insured and updated accordingly
• Ensure compliance with policies and procedures, making them accessible and followed by staff

5. Grant Document Management:

• Maintain organized files for all grant agreements and donor documentation
• Ensure timely submission of accurate financial reports in the required format to donors
• Verify consistency between donor financial and narrative reports

6. Additional Responsibilities:

• Supervise interns and part-time or temporary employees
• Assist in designing financial proposals and submissions
• Prepare all necessary documentation for the annual audit
• Coordinate with SWC, IRD, Local bodies and other government offices

Application Process:

Interested candidates are invited to submit their resume, along with a cover letter detailing their qualifications, experience related to this position, and expected salary, to afn.antenna@gmail.com by November 21, 2024. Only shortlisted candidates will be contacted.