Administration and Finance Officer

Job Title: Administration and Finance Officer

Job Location: Kathmandu (with field visits)

Reporting to: Program Director; Country Representative; HQ Projects Finance; HQ Area Responsible.

Supervising: Driver and Office Helper and administrative staff (if any).

Position general objectives

• Maintain liaison with administrative office of ASIA HQ to ensure a systematic and efficient management of finance and administration in ASIA Nepal office, in line with ASIA and donor’s procedures as well as rules and regulations of Nepal.
• Ensure compliance of all contractual and administrative aspects of human resources management.
• Ensure, in collaboration with CO management, a correct application of ASIA and donor’s financial, administrative and procurement procedures.
• Facilitate partners compliance to all administrative and financial obligations and capacity building.
• Ensure confidentiality while dealing with any type of data and information related to ASIA (projects, budgets, donors, administrative and financial data) unless explicitly requested from HQ.

Projects Finance and accounting

• Responsible of bookkeeping, ensuring monthly update of accounting records, and submit them to ASIA HQ.
• Support PMs, PD and CR in the preparation of projects cash flow forecast, in cash flow monitoring and in the preparation of funds requests through ProMo and CoMo tools.
• In collaboration with PD, PMs and HQ Finance, monitor cash flows and expenditures of the projects to ensure adherence to the rules, policy and procedures of ASIA and donors and report to line manager in case of necessary adjustments.
• Monitor cash flows and expenditures of projects (through the use of ProMo tool) to ensure that expenditures (planned and actual) are eligible according to projects budgets and donors procedures.
• Ensure that every year, within the end of September, CoMo for the upcoming year is prepared; review, update and send to line manager CoMo tool on a quarterly base.
• Ensure optimal use of project funds, according to the budget lines of the planned project objectives and activities with adherence and compliance to ASIA and donors’ financial and procurement guidelines.
• Assisting management in the preparation and revision of budgets.
• Assisting management in monthly budget monitoring, actual and forecast using ProMo tool.
• Certify project payments for accuracy, project and procedures (ASIA and donor) compliance.
• Co-manage the bank accounts for projects.
• Monitor bank movements versus bank statements, ensuring that bank statements are collected from the bank each month and ensuring monthly cash and bank reconciliation.
• Ensure accurate cash management.
• Facilitate internal and external auditing.
• Assist the preparation/review of financial reports in accordance with ASIA and donor guidelines and requirements.
• Prepare cheques, bank transfer and oversee all financial transactions.
• Plan office running costs and local personnel costs according to available funding across the year, using CoMo tool.
• Verify all the bills and invoices including supporting documents, submit them for approval to validate the payment, and enter them in the accounting sheet and ensure that expenses are booked in the correct budget lines.
• Support the management in making available all financial information needed for reports to Government and local authorities.
• Ensure all local tax legislation, Income tax, and other Social Taxes are paid on time and tax return filing is in line with the rules and regulations of the country; provide the management with relevant information on country tax legislation and changes (notices, relevant laws and provisions).
• Organise and supervise the timely receipt of partners’ monthly accounting and enter it in the accounting sheet.
• Ensure that ASIA staff cash advances are properly and timely settled and justified and entered in the accounting sheet.

Human Resources Management

• Prepare contracts (employment contracts, framework contracts, long-term and short-term consultancy contracts, hiring and leasing contracts etc.) in coordination with management, amend them as required and keep the record up to date for final clearances.
• Conduct induction session for new staff to train them about ASIA’s administrative and financial procedures and ASIA policies (ASIA Administrative and financial procedures; ASIA Code of Ethics and Conduct; ASIA Anti-Fraud Policy and Anti-Corruption Code of Conduct).
• Prepare monthly payroll of staff, ensure timely payment of salary and update records of contributions for each staff to the Social Security Fund (SSF) and Tax Deduction at Source (TDS), if applicable.
• Control the attendance sheet of the staff; ensure staff personal files are maintained, segregated and updated; update leave records, official contracts, job descriptions, warning letters etc.
• Make all arrangements to ensure that medical insurances, if provisioned by the contracts, are provided for all staff.
• Comply, provide relevant information and legislation and advise the management to ensure
• compliance, with all country regulation and procedures concerning human resources.
• Responsible for providing briefing to expatriate staff on any admin staff issues, complaints and proposals.

Procurement & Logistics

• Oversee the procurement process ensuring that all procurements are done in accordance with country law, ASIA and donor procedures; provide assistance to Project Managers and logistics team in the procurement process.
• Manage office supplies in accordance with procurement procedures.
• Ensure timely payment of office utility bills, renewal process of staff and vehicle insurance, payment of vehicle road tax, pollution tax etc.
• Prepare and periodically monitor and review the asset register in coordination with the management.

Partner’s management

• Prepare proper financial reporting templates, guidelines, and procedures of ASIA and donor for local implementing partners, in order to build their administrative capacity and increase transparency and ease the data monitoring process.
• Control and validate the local partner expenditure (based on their contracts/budgets) and their eligibility in accordance with ASIA procedures and donor compliance.
• Coordinate with the management to prepare the MoU/ PIA, and outline ASIA and donors' requirements, as well as partners duties in MoUs.
• Review partners’ monthly and quarterly financial reports ensuring compliance with ASIA and donor rules and regulations, conducting desk reviews, providing written feedback.
• Visit the partners for monitoring and capacity building in finance and administration.

Liaison with Government line agencies for national compliance

• Oversee all statutory functions and maintain necessary registration and renewal compliance with the Inland Revenue Department, Metropolitan city, insurance, post office, etc.
• Prepare pre-audit documentation in coordination with HQ Project Finance, facilitate the auditor selection process, prepare audit engagement letter, review the audit plan and facilitate the audit team during the physical documentation review in the office.
• Prepare a yearly calendar for the audit process and timely submit it to HQ management.
• Draft the management response as per auditor findings and submit it to HQ management; provide the auditors with the management response; prepare a follow-up plan to mitigate the problems and implement the recommendations.
• Ensure all local tax legislation, Income tax, and other Social Taxes are paid on time and tax return filing is in line with the rules and regulations of the country.

Data storing and server management

• Ensure that all administrative, financial and HR data and files are kept in order and according to ASIA’s archiving rules.

On the job expected behaviour

• Maintain good and open relationships with colleagues, partners and beneficiaries.
• Refrain from any discrimination based on gender, religion, social status, ethnicity or age, with colleagues as well as with any person from partners, beneficiaries and other stakeholders.
• Transfer communication and sharing knowledge with other team members.
• Maintain high standard of accuracy.
• Participate in the staff meetings as required.
• Confident in using own initiative, prioritizing workload and meeting deadlines.
• Ability to work as part of a team and/or individually with minimum supervision.
• Flexibility and ability to adapt to change.
• Respect of confidentiality.

Required Qualifications, Skills, and Knowledge:

1. Must have a BBA/BBS and/or MBA/MBS majoring in Finance/ Accounts or Audit with a minimum of 3 years of progressive work experience in financial management and control preferably at a not-for-profit organization.
2. Experience of dealing with organization's internal funds management, internal and external audits, payroll administration, and tax obligation & reporting requirements.
3. Knowledge of labour law, tax laws reporting requirements, and other regulations to maintain legal and regulatory compliance in payroll operations.
4. Strong documentation management skills streamline the audit process, facilitating efficient review and verification of financial and operational data.
5. Analytical skills to assess financial data and identify discrepancies or irregularities.
6. Organizational skills to manage multiple tasks, prioritize responsibilities, and meet deadlines.
7. Integrity and ethical behaviour in handling financial matters and maintaining confidentiality.
8. Advanced knowledge of computer skills (accounting software, Ms. Excel, Word, and PowerPoint), along with strong analytical skills.
9. Able to analyse the financial risks and reports promptly.
10. Able to support nonfinance staff in understanding the policies and procedures.
11. Able to prioritize work and meet deadlines.
12. Good communication and writing skills in English.
13. Willing to travel to remote working areas of Nepal.

All eligible and interested candidates who meet the above criteria can send their application stating the post applied for in the subject line along with their CV to e.assini@asia-ngo.org via email by 30th November 2024.