Admin and Finance Officer

Vacancy Announcement

(First Time Publication)

Job Posted on 19 November 2024

Apply Before 25 November 2024

Bheri Environmental Excellence Group (BEE-Group) is an autonomous, independent, non-partisan, and non-governmental organization. It was established in 2000 AD, registered in the District Administration Office, Banke, and affiliated with the Social Welfare Council, Kathmandu. BEE-Group has been doing collaborative advocacy for the protection and promotion of human rights, establishment of social justice, gender equality, social inclusion, and environmental conservation, and community development through community empowerment and mobilization for meaningful participation and networking since its establishment in the Lumbini and Karnali Province of Nepal with building a trustworthy reputation.

BEE-Group has been implementing the Telethon: Child, Not Bride project in Geruwa Rural Municipality, Thakurbaba Municipality, Madhuban Municipality, and Barabardiya Municipality of Bardiya district in partnership with Plan International Nepal. And BEE-Group is seeking qualified experienced, self-motivated staff members for the mentioned project. The project aims to strengthen the child protection system for preventing child early and forced marriages.

1.     Position: Admin and Finance Officer – One

Duty Station: Based at the field office, Bardiya, and frequently visits the project area

Job Summary: The Admin and Finance Officer will be responsible for providing support in finance, administration, and logistics management for the project, and ensuring that financial records are maintained properly; including processing journal vouchers, reconciling accounts, and preparing reports. Ensure all required compliances, which include budget details forecast, payment, and disbursements; procurement review; monitoring, and reporting. The position reports to the project manager and partner organization.

Key Responsibilities:

A. Manage Accounting System

• Prepare the accounts payable of travel and business advance on time with the approval of supervisors on time.
• Accounts payable for payments to suppliers and vendors ensuring all the supporting documents are on time.
• Ensure the tax calculation and deduction on the source of payment as per the Income tax act of Nepal. Preparation of Tax, Cheque, and deposition on time.
• Management of office Petty Cash disbursement regularly with proper cash balance as the organizational policy.
• Prepare cash disbursement voucher as per Financial Management Policy and enter valid account code, cost center, donor combination, and project number on all vouchers according to the chart of account.

B. Record keeping and reporting

• Ensure all vouchers are developed regarding finance policies and procedures.
• Real-time data entry and providing required information to the concerned.
• Preparation of trial-balance and bank reconciliation and developing the financial report as prescribed format and submission to the concerned promptly.

C. Ensure sound internal control systems and excellent stewardship in communities

• Conduct financial monitoring of program activities as per the financial monitoring tools and risk factors.
• Report the observation findings to the supervisor upon conducting each financial monitoring and provide recommendations for improvement.
• Responsible for reviewing, analyzing, and submitting the financial reports with compliance meetings.
• Assist and orient the team in using the forms and format maintaining consistency for finance and procurement.
• Assist the program team in developing budgets, standard costing, and implementation plans and help determine any necessary arrangements including cost-sharing.
• Support the Project Coordinator in reviewing the project detailed implementation plan and budgets to determine the optimal utilization/allocation of funds for the project.
• Manage cash flow concerning the project activities, including the timely release of funds and cash forecasting to ensure smooth implementation of project intervention with close coordination of the Project Manager and Executive Director.
• Ensure minimum financial standards and compliances are applied as agreed between the organization and the donor.

D. Administration, Maintenance, and Communication

• Implement safety measures and contribute to conducting regular safety (SOPs) briefings regarding equipment, movements, and means of communication with staff.
• Responsible to document and file legal and statutory records, maintain and update files with legal and statutory documents safe, confidential, and accessible, and ensuring the record of all contractual documents.
• Overall management, handling, receiving responding the phone calls, letters, and information.
• Participate in internal work meetings and discussions on logistic and operational issues. Attend the piece of meetings/training, when organized or requested.
• Values in the approach to work and relationships with colleagues and fellow friends.
• Maintain the highest working ethics and integrity.
• Manage office supplies stock and place orders.
• Prepare regular reports on expenses and office budgets.
• Maintain and update business partner databases.
• Organize a filing system for important and confidential documents
• Answer queries by the employees and clients regarding finance, and compliance.
• Assist the project team in logistic arrangements for meetings, trainings, workshops, and other programs as required
• Distribute and store correspondence (e.g. letters, and packages).
• Arrange travel, accommodations, and guest relations as a necessity.
• Organize and manage the schedules and calendars for the project team.
• Receive and process the communication channels, including email, phone, and physical mail
• Develop a payroll and personnel database for human resources in the project.
• Ensure functionality of necessary office equipment, and requisitions new equipment and supplies as needed.
• Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces
• Attend meetings and record notes and messages for the project team
• Perform duties as assigned by the supervisor

E. Procurement, logistics, and maintenance

• Responsible for local procurement of goods and services following the standard practices, rationally and systematically in adherence to procurement guidelines abiding by all prevailing compliance and ethical procedures, and respecting the humanitarian rules.
• Maintain the transparency of the process, and the commercial rules about fair competitiveness; standardize the local market, maintaining the quality of goods/services to be procured, considering the operating and maintenance costs.
• Avoid situations and conditions that may involve or show connections with conflict of interest, corruption, fraud, and financial malfeasance by ensuring transparency in the use of procedures. Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
• Control order performance, including delivery, receipt, warranty, and damages, and reconcile or resolve value discrepancies.
• Prepares all appropriate and complete documentation from Purchase Requests to donation/stock consumption including but not limited to quotations collected, evaluation grid, supplier details, product details, etc.
• Maintain regular communication with local stakeholders and beneficiaries to provide logistics support in field operations.
• Organize the logistics arrangement for project activities such as workshops, training, seminars, meetings, etc., and participate in program support.

F. Fleet Management

• Inspects and ensures the staff safety, and vehicle use guidelines in rented/owned vehicles. Make sure that the drivers drive the vehicles with respect of the safety rules.
• Ensure proper recording on fleet management of vehicles (owned or rented) (e.g. logbooks, fuel consumption, etc.)
• Responsible to book hotels, and flights and accompany visitor logistics support needs, etc. as per approved/ shared travel plans.

G. Stock and Asset

• Ensure that all equipment is well organized and correctly stored, well protected, fully identified, and easily accessible (cleanliness, safety, access, etc.). Update the inventory record of the equipment, furniture, and other items including periodic physical verification of inventories and reports.
• Responsible for maintaining the regular needs of the office including but not limited to stationery, office supplies, drinking water, tea/coffee, electricity, cleaning, communication, and other essential items in the field complying with environmental policy and other relevant guidelines.
• Route, schedule, pack, and prepare orders for delivery; load vehicles; schedule and oversee deliveries and pick-ups.

Competencies and personal specification:

• Proven knowledge and practical skills in accounting software (True Book) handling and reporting.
• Strong practical knowledge of email intent, Excel, MS Word, and MS Office.
• Willingness to work with diverse cultures and communities.
• Able to read, write, and communicate in English at the professional level.
• Excellent written skills.

Education and Experience: Bachelor's Degree in Finance, Management, and Accounting from a recognized institute with 3-5 years of experience in working with I/NGOs in a similar field.

Application Form

Interested candidates who meet the criteria are requested to send their application along with their updated bio-data in BEE Group’s application form and send it to beegroup.vacancy@gmail.com by November 25, 2024, before 5:00 PM. The names of two referees with contact details must be written in the resume.

Preference will be given to people from disadvantaged and marginalized communities (Women, Dalit, Janajati, Madhesi, Muslims, and People with Disability). Only shortlisted candidates will be contacted for further process. Telephone inquiries shall not be entertained.

Candidates applying for a job with BEE-Group must be ready to comply with our Child Protection Policy and Safeguarding Policy on Preventing Harassment, Sexual Exploitation, and Abuse.