Admin and Finance Officer

Vacancy Announcement

Position: Admin and Finance Officer

Job Posted: 28 March 2025

Application Deadline: 4 April 2025

Organizational Background

Panchtara Yuwa Samrakhak Manch (PTYSM) is a non-profit, non-governmental humanitarian and development organization registered with the District Administration Office, Jajarkot, and affiliated with the Social Welfare Council. Established in 1997, PTYSM is run by dedicated young development professionals and social workers with extensive experience in rural development. Operating in Karnali Province, the organization focuses on improving food security, nutrition, Safe motherhood, livelihoods, education, disaster risk reduction (DRR) and CCA, humanitarian response, protection, and disability inclusion for marginalized communities. PTYSM’s mission is rooted in equity, inclusion, and resilience, with a commitment to ensuring that women, disadvantaged groups, and persons with disabilities benefit from its interventions. The organization follows a holistic development approach based on teamwork, social mobilization, and socio-cultural balance.

About the Project

PTYSM is currently implementing the Strengthening Maternal Neonatal Health Services in Partnership with the Local Government (SMNHS) Project in Jajarkot district in collaboration with One Heart Worldwide. This project aims to improve maternal and neonatal health outcomes by ensuring equitable access to quality healthcare for mothers and newborns in underserved rural areas.

Job Title: Admin and Finance Officer

Theme/Program: Maternal and Neonatal Health (MNH)

Location: District Headquarters, Khalanga Jajarkot (with at least 30% field visits to project municipalities).

Type of Contract: Annual

Role Purpose:

Under the direct supervision of the Project Coordinator and technical support from the Grants Officer at One Heart Worldwide, the Admin and Finance Officer will be responsible for managing the administrative and financial functions of the project. This includes handling financial operations, office administration, and logistics management for the SMNHS project in district and field.

Scope of Role

Reports to: Project Coordinator

Staff Reporting to This Position: None

Budget Responsibilities: None

Main Roles and Responsibilities:

(A) Financial Management and Control

• Prepare narrative and financial sections of periodic reports as recommended by the Project Coordinator and approved by the Programme Director.
• Manage official transactions and petty cash to ensure adequate funding for program operations.
• Safeguard bank and cash assets to facilitate authorized transactions.
• Ensure proper storage and security of accounting records, including authorized requisitions, invoices, receipts, and cheque books.
• Conduct monthly cash and bank reconciliations and perform weekly cash counts.
• Ensure compliance of all financial transactions with policies and procedures, including necessary authorizations and documentation.
• Record and file all financial transactions accurately and in a timely manner.
• Process payments and manage cash advances, tracking accountabilities and maintaining financial records for each transaction in both physical and digital formats.
• Comply with relevant regulatory standards, government regulations, and taxation laws.
• Prepare financial documents for both internal and external audit purposes.
• Process accounts payable for travel and business advances following approval.
• Ensure timely processing of accounts payable for suppliers and vendors by thoroughly reviewing all supporting documentation.
• Deduct taxes at source in accordance with the Nepalese Income Tax Act.
• Prepare and promptly deposit cheques while maintaining separate files for RF and tax records.
• Conduct regular petty cash disbursements and ensure accurate cash balance maintenance.
• Process monthly payroll, deposit salaries into employee bank accounts, and contribute to the Social Security Fund (SSF).
• Prepare and submit tax reports for employees, vendors, and contracts, ensuring timely payment to the tax office.
• Maintain up-to-date personnel records in accordance with organizational guidelines.
• Manage inventory of supplies and equipment, conducting regular physical checks.
• Orient Health Facility Operation and Management Committees (HFOMC) and construction committees on financial guidelines and procedures.
• Review and process invoices, bills, and other payment-related documents, ensuring all expenses comply with budget codes.
• Support monthly fund forecasting and prepare monthly financial reports, including bank reconciliations.

(B) Office Management

• Organize and maintain an orderly office environment and equipment, and oversee the inventory list for the project.
• Follow up to ensure that program timesheets are received in a timely manner.
• Verify that all field payments and accountabilities are checked, stamped as paid, and updated in the financial system.
• Organize and label financial documents for easy retrieval during audits.
• Prepare and implement the annual procurement plan.
• Provide support for bookings related to central events and meetings as needed.
• Proactively seek efficient working methods by adopting new tools and procedures.

(C) Office Administration

• Provide general administrative support including preparing letters and documents, as well as receiving deliveries and scheduling appointments.
• Manage and replenish office supplies as needed.
• Prepare purchase orders and process purchase requests (PR) and orders (PO) in a timely manner.
• Prepare travel arrangements and accommodation requests, and issue travel advances for staff.
• Supervise and evaluate the performance of office assistants or janitors to ensure high-quality service.
• Organize a comprehensive filing system for important and confidential documents.
• Book meeting rooms and other spaces for programs as required.
• Ensure office equipment functionality and requisition new equipment and supplies as needed.
• Ensure the timely repair and maintenance of office assets, power backup systems, and office facilities.
• Maintain an asset register and conduct periodic reviews in accordance with organizational policy.
• Attend meetings, taking notes and messages for senior staff.
• Safeguard the confidentiality and security of all financial and employee records.
• Undertake additional responsibilities as assigned by the Supervisor and Program Director.

Qualifications and Experience

• Bachelor’s Degree in Business Administration (BBA) or Business Studies (BBS). Master’s degree (MBA/MBS) is preferred.
• At least two years of experience as an Admin and Finance Officer in I/NGOs.

Skills and Competencies

• Proficiency in computer applications, including MS Excel, MS Word, MS Office, accounting software, and databases.
• Strong command of both English and Nepali languages.
• Excellent teamwork and interpersonal skills with a positive attitude toward learning.
• Proven track record of managing administrative and financial operations.

Additional job responsibilities:

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Safeguarding obligation:

We need to keep children, adult at risk and community safe. The position holder is responsible to ensure that the conduct is in line with the PTYSM’s safeguarding policies. Hence, our selection process includes rigorous background checks, reflects our commitment to the protection of children, adult at risk and community from abuse, exploitation, and harassment.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the PTYSM anti-harassment policy.

Applying Procedure:

Interested candidates are encouraged to apply by submitting an updated CV (maximum four pages) and a cover letter to panchtara.jajarkot@gmail.com, addressing The Human Resource Department, PTYSM Jajarkot, by 5:00 PM on 4 April 2025.

Note: Applicants should mention the position title in the subject line of the email. Preference will be given to candidates with experience working on OHW projects, as well as applicants from GEDSI groups (Women, Dalit, Persons with Disabilities, and Janajati) and local residents. Candidates must also disclose any relationships with the organization or potential conflicts of interest in their application. Only shortlisted candidates will be contacted. Telephone inquiries will not be entertained.