ADMINISTRATION AND FINANCE OFFICER

JOB DESCRIPTION 

OFFICER, ADMINISTRATION AND FINANCE

A. ORGANIZATION PROFILE: PADHNAKO LAGI KOTHA

Padhanako Lagi Kotha (PLK) is a local non-governmental organization dedicated to advancing early-grade literacy and promoting gender equality in education for over 22 years. PLK is one of the local implementing partners for Room to Read's Literacy Program and Girls’ Education Program and specializes in developing the Quality Reading Material (QRM) to support both programs. Registered under the Associations Registration Act, 2034, PLK collaborates with communities, partner organizations, education sectors, and government agencies at all levels to cultivate literacy skills and foster a reading culture among primary school children.

B. POSITION OVERVIEW

The Administration and Finance Officer (AFO) is responsible for overseeing the administrative and financial transactions of the organization with technical and financial support of Room to Read. The position is tasked with developing budgets, monitoring transactions, and preparing financial reports. H/she possesses strong accounting and analytical skills. In addition, he/she supports the conduct and management of audits, prepares donor and operational budgets, and facilitates procurements. H/she plays facilitation role during overall procurement process of the organization and needs to play lead role for logistic arrangements. H/she is responsible for the day-to-day management of financial transactions and procedures in line with organizational policies and principles.

C. PRIMARY DUTIES AND RESPONSIBILITIES

i. Accounting & Finance

• Maintains books of account accurately and regularly. Makes posting/Approves all the expenses to the relevant books of accounts as per PLK and Room to Read’s requirements.
• Checks the authenticity of the bills, vouchers, and other supporting documents of Room to Read project before releasing the payment to assess the accuracy, and completeness for the payment procedure.
• Calculates tax and other deductions to deduct from the source while making the payment.
• Prepares payment authorization and submits it to relevant authority for approval on timely basis with proper and complete supporting documents.
• Carries out the bank & cash operations and controls including issuing cheques, bank transfers, and stop payments, other correspondence with the bank.
• Conducts vetting of vendors through watchdog screening before entering into contract with vendors and releasing payment for amount equal to $ 500 (USD) and above.
• Processes all payments to vendors and employees within the reasonable time frame.
• Ensures that all the expenses for a particular month are booked including uploading soft copy documents into the accounting software within the month and coordinates with the other department colleagues/vendors for obtaining related documents on time for booking of financial transaction(s).
• Conducts monthly reconciliation of petty cash and bank.
• Prepares monthly cash forecast for submission to Room to Read.
• Supports program team in preparation of yearly budget and necessary amendments as per Room to Read’s requirements.
• Maintains proper filling of accounting and financial document with indexing in hardcopy and/or digital platform for efficient retrieval. 
• Completes monthly TDS reconciliation, deposition and verification within timeline as per Income Tax Act, 2058 and other statutory requirements. 
• Prepares TDS certification for vendors or employees on request.
• Prepares annual payroll tax reconciliation (accounting software vs payroll registers vs TDS upload /verification sheet).
• Assists program manager/program coordinator in supervising financial administration of PLK thereby, ensuring daily processing of the financial transactions and meeting minimum internal control requirements.
• Supports colleagues in clarifying all policies, Government requirements etc.

ii. Administration and Logistics

• Carries out all administrative related work including procurement in the organization in coordination with the program and procurement team. 
• Supports PLK Board and Procurement Committee Members to initiate Procurement related activities including vendor selection and recommendation on a timely basis in compliance with Room to Read’s procurement policy. 
• Ensures that procurement committee minutes and documents are properly maintained and signed by each procurement committee member. Safeguards such minutes documents.
• Orients procurement committee members in procurement policy and procedures.
• Provides overall logistics support such as: arranges venue for seminars/meetings, arranges for the field visit/manages vehicle etc.
• Maintains and updates the record of inventory of fixed assets and other materials available in the organization.
• Prepares agreement with vendors, consultant or others parties and prepares reconciliation on quarterly basis. 
• Repairs and maintains office assets, including two wheelers.
• Collects quotations and prepare comparison sheets for procuring the materials locally. 
• Keeps records of all documents and correspondence; files it and maintains a systematic filing system in the organization. 
• Collects and forwards documents, parcels, materials sent from the organization and forwards it to other stakeholders and vice versa. 
• Assists the admin/logistic associate for the letter in and out registration. 
• Support PLK board to maintain annual vendor roaster registration of goods and services.
• Take necessary initiation for PLK registration certificate renewal from District Administration Office Kathmandu and affiliation certificate from Social Welfare Council.
• Carries out other functions as per need and periodically and rationally suggested by the supervisor.

iii. Policy Compliance

• Ensure all relevant applicable Government Acts, Rules, and Regulations are complied.
• Ensure Compliance with all organization specific internal and donor specific policy and guidelines.

iv. Planning, Monitoring and Evaluation

• Support program team to develop and prepare the implementing calendar (IC), prepare budget expenditure tracking sheet in line with standard operation guidelines. 
• Support program team on Budgeting and implementation of IC based on annual budget and plan. 
• Supervise and provide need-based support to Admin-Finance associate.
• Analyze budget and expenditure, recommend ways of being cost effective and reduce variance on budget utilization.

v. Reporting

• Prepare monthly and quarterly financial reports and submit them to the supervisor and ensure all the compliance as per the PLK & RtR compliance
• Assist program team in preparing justification and full year estimate on monthly financial budget vs actual.
• Prepare action plan on audit recommendations for the betterment on financial status of the organization.

D. PERSON SPECIFICATIONS

Required:

• Bachelor’s degree in management or a related field.
• At least 5 years of experience in the field of Accounting, Finance, or Auditing in I/NGOs. 
• Proficiency in using computers with adequate knowledge of MS Office.
• Strong analytical, reporting skills, and time management skills.
• Strong planning and time management skills.
• Knowledge of government regulation and tax system of Nepal in relation to procurement and financial management. 
• Ability to travel frequently to program locations throughout the district.
• Good verbal and written communication skills in English and Nepali. 
• Proven track record of achieving results. 
• Experience in administrative initiatives. 
• Ability to work under pressure.
• Having valid driving licenses (at least of two-wheeler).

Preferred:

• Semi qualified CA/ACCA.
• Knowledge of accounting software.

Skills and Competencies:

• Strategic thinking and problem-solving abilities.
• Strong interpersonal and team management skills.
• Knowledge of research, monitoring, and evaluation systems.
• Familiarity with local market trends in the publishing industry.
• Capacity to work effectively with diverse stakeholders.

To be successful as a member of the PLK team, you will also:

• Have a passion for our mission and a strong desire to impact a dynamic nonprofit organization.
• Be an innovative and creative thinker that tries new things and inspires others to do so.
• Have a very high level of personal and professional integrity and trustworthiness.
• Have a strong work ethic and require minimal direction.
• Work well independently as well as part of a team.
• Thrive in a fast-paced and fun environment.

Application procedure:

Please submit your cover letter explaining with evidence how you meet the above specifications along with your recent resume in email: plknepal@gmail.com

Last date for application: November 25, 2024.