Admin and Finance Officer (AFO)

Vacancy for Admin and Finance Officer

Position: Admin and Finance Officer (AFO)

Location: Field Office, Lamkichuha-1, Lamki, Kailali

Application Deadline: 16 Dec 2024

Contract Period: 1 year with possibilities of extension

Responsible to: Project Leader and Focal Person

Responsible for: Administration and Finance Department

Background:

Sustainable Enterprise and Environment Development Working Awareness Centre (SEEWAC) Nepal is a community development organization established and governed by a group of energetic development practitioners, rights workers, gender activists and professional trainers. Founded in 2063, SEEWAC/Nepal is dedicated to the cause of socio-economic empowerment of the children, young and adolescents, women, Dalit, indigenous communities, minorities, disadvantaged, excluded and socio-economically marginalized communities. SEEWAC/Nepal believes that development starts with people; hence is focused on the improvement in the overall quality of their lives. It focuses on the poor and marginalized people and endeavors to support the communities through the provision of sustainable livelihood assets and by resilient building, reducing vulnerability and empowering for the realization of universal human rights. Besides this, SEEWAC/Nepal is focused on health-related activities, institutional development of the different self-help groups and development organization, infrastructure development and addresses other contemporary development issues. 

Scope of Work

The Admin and Finance Officer will be responsible for both financial and administrative works of the organization. The major financial duties and responsibilities of the AFO include accounting, software operation, reporting and documentation, cash flow/fund management, compliance. And, administrative duties and responsibilities are to conduct works related to general administration, assets management, coordination, procurement function, inventory management, etc.

Job Description

1.Financial Duties and Responsibilities

A. Accounting

• Lead finance and administration department of the organization
• Prepare the finance reports
• Collect, cheque, register and keep track of all order forms, incoming & outgoing invoices, travel claims, according to Nepal law and internal procedures
• Make cash and bank reconciliation every month
• Comply with accounting principles as compiling pertinent financial document in organized manner
• Prepare payroll of staffs on monthly basis
• Support and facilitated external audit function of the organization.

B. Software Operation

• Keep updated record of all financial transactions in the financial software

C. Reporting and Documentation

• Prepare monthly financial report by first week of succeeding month
• Submit to financial report to Donor organization on given deadline
• Track activity level budgets and reports to concern Authority

D. Cash Flow/Fund Management

• Maintain cost effectiveness and keep track of budget allocation as per activities
• Carryout daily financial transaction with complete supporting document
• Handle cash and treasury operations with advanced use of spreadsheets for tracking expenses and payroll system with tax applications, controls for ensuring proper transactions

E. Compliance

• Implement financial policies, procedures and directives of the organization
• Comply with the national accounting and financial policies and procedures
• Cross-verify (compliance and relevancy) all financial transactions done by staffs.

2. Administrative duties and responsibilities

A. General Administration

• Provide administrative support to project office
• Manage water, electricity supply and telephone/internet lines
• Comply with safety of office supplies, materials, equipment and physical facilities
• Maintain office premises to provide good working environment.
• Implement administrative policies and procedures
• Manage administrative function and establish internal administrative systems and controls
• Maintain updated documentation, filing, folders and administrative data management in both hard copy and soft copy version
• Maintenance of attendance register, contracting, logistical arrangement, maintaining of project document folders (staff, contracts, incoming and outgoing letters, etc.)

B. Assets Management

• Maintain office equipment, materials and properties
• Keep records of the office supplies, materials and equipment
• Keep track of proper use, maintenance and repair of physical assets and office including vehicles, equipment, furniture, etc. as necessary

C. Coordination

• Coordinate administrative activities and maintain monthly and yearly timetable
• Support in recruitment process locally and keep the employee records by coordinating with project management team
• Keep track/record of the training and workshops attended by staffs

D. Procurement Function

• As a member of project procurement committee, engage in local procurement process as per procurement guideline
• Roster management of all the materials and service to be bought by project in a given year

E. Inventory Management

• Manage inventory and physically verify as per need
• Prepare the inventory report of furniture, equipment and goods

F. Other Duties

• Perform other duties and responsibilities as assigned by supervisor.

Academic Qualification and Work Experiences

• Bachelor's degree in management with specialization in accounting
• At least 3-year working experiences in the sector of finance and administration in sector 
• Preference will be given to knowledge of using FAMAS accounting software.
• Ability to communicate in English, Nepali, and local languages; 
• Ability to work under strict deadlines;
• Priority given to candidate having  two wheelers driving license. 

Application 

Interested applicants should provide all materials outlined below to email eoi.seewac@gmail.com by 16 December 2024.

• A CV (maximum 2 pages); 
• A cover letter (maximum 1 page);
• The names and contact information of at least two recent references.

We seek candidates who will bring diverse cultural backgrounds, beliefs, and perspectives to our team. Women, people representing marginalized groups, and people with disabilities are strongly encouraged to apply.