Admin and Finance Officer (AFO)

Scott Wilson Nepal

Terms of Reference (TOR) for Admin and Finance Officer (AFO)

Please read the TOR carefully before applying to ensure that it matches your experience and background. Individuals who do not meet the requirements will be immediately disqualified.

Position: Admin and Finance Officer (AFO)

Financial Remuneration: Attractive package reflecting competencies and experience

Working Days: 5 days a week (Monday – Friday, 9:00 a.m. to 5:30 p.m.)

Contract: Long-term

Probation Period: 3 Months

Location: Maharajgunj, Kathmandu (Central Office)

Reporting to: Finance Manager

Essential Responsibilities

A) Admin, Finance, and Auditing

• Financial Reporting and Forecasting: Submit monthly financial reports in prescribed formats, including details of advances, bank reconciliation, cash verification and prepare cash flow forecasts to the senior management team and line manager. Coordinate with line manager for internal fund transfers as needed.
• Financial Consolidation: Updating and consolidating financial reports to ensure accuracy and completeness
• Tax and VAT Management: Process VAT claims, deposit TDS, and verify E-TDS in compliance with the prevailing Income Tax Act of Nepal.
• Orientation and Training: Orient and train SWN employees and consultants in SWN financial procedures and other relevant policies.
• Personnel Records Management: Record and update personnel leaves, medical records, timesheets, worksheets, and credentials in accordance with organizational policies.
• Voucher Preparation: Prepare vouchers in accordance with the double-entry system, either manually or using accounting software, after reviewing receipts, travel bills, travel orders, and other supporting documentation.
• Petty Cash and Administrative Expenses: Compliance review and verification of petty cash and office/administrative expenses, ensuring accurate reporting to the line manager.
• Payment Processing: Process cash and bank payments in compliance with activity and SWN financial procedures.
• Monthly Disbursements: Timely disbursement of salaries, rent, utilities, and other payments on a monthly basis.
• Reconciliation of Accounts: Verify the reconciliation all bank and cash accounts, petty cash, cheque books, bank statements, payables, receivables, advances, and sub-partner activities monthly.
• Transaction Recording: Maintain up-to-date records of all transactions in ledger books, Excel sheets, and relevant accounting systems.
• Advance Settlement: Review and ensure the settlement of all advances, ensuring proper documentation is maintained.
• Project Budget Management Support: Assist Project Manager and Business Development Lead in preparation of project budget, project expenses tracking, budget modifications and preparation and submission of periodic financial reports to the client. AFO should prepare budget vs expenditure report periodical and end of the project.
• Invoice and Documentation Management: Collect and file pending invoices and supporting documents, ensuring compliance with financial procedures.
• Audit Facilitation: Facilitate internal and external audits, preparing required documents and ensuring adherence to internal control systems.
• Contract Management:
  • Prepare employees and consultants contract in liaising with CEO and Project Manager
  • Prepare a service contract/procurement contract as and when required
  • Assist CEO and Project Manager in project contract risk management.
  • Ensure the confidentiality and security of the contracts
• Collaboration with Partners: Collaborate with subcontractors and implementing partners, ensuring smooth execution of assigned tasks and responsibilities.

B) Logistics & Program Management

• Procurement Management: Procure goods and services as per requirements and within budgetary constraints.
• Inventory Management: Ensure inventory records are up to date, accurate and completeness. Conduct physical verification of expendable and non-expendable items twice annually to ensure proper tracking and management.
• Event Logistics: Arrange venues, materials, transportation and logistics for workshops, seminars, training sessions, meetings, and field trips.
• Other Duties: Perform other administrative, financial, and logistics tasks as assigned by the Immediate Supervisor or Functional Manager.

Qualifications and Skills:

• A bachelor’s degree in finance, Accounting, Business Administration, or a related field.
• Proven experience of at least five years in finance, administration, and logistics management in development sector.
• Knowledge of Nepali tax laws and regulations.
• Strong organizational skills and attention to detail.
• Proficiency in accounting software and Microsoft Office, particularly Excel.
• Excellent communication and interpersonal skills.
• Ability to multitask and work effectively under pressure.

To apply:

Please email your CV indicating your current residential address in Kathmandu with the subject heading “Application for the Admin and Finance Officer” to info@swnepal.com.np no later than 31st December 2024. 

The shortlisted candidates will be called for an interview commencing on 23rd December 2024. 

We give priority to candidates who live within a comfortable commuting distance from the SWN office in Maharjgunj/Panipokhari, Kathmandu and are committed to a diverse and inclusive team structure.

We encourage potential applicants to visit www.swnepal.com.np for more details on our team, location, and the services we provide.