Administration & Finance Officer

Job Description: Administration & Finance Officer

I - Organization context

Samyukta Safai Jagaran (SASAJA) is a non-governmental, non-profit making, non-political organization established by the groups of informal waste workers in 2013. SASAJA focuses on the recognition, rights and advocacy for IWWs. This is the first organization that is led by the waste workers and works for the waste workers. SASAJA’s motto is “by the waste workers, for the waste workers and of the waste workers” has been making its efforts in empowerment and recognition of waste workers to improve the living conditions of informal waste workers through integrated solid waste management system. SASAJA is affiliated with International Alliance of Waste Workers. 

SASAJA will contribute to ensuring that waste workers’ issues are better addressed within the health care system, livelihood and institutional linkage. Through the project, SASAJA identify the target groups and aims to support them with different activities to mitigate the Environmental and Occupational Risks and improves access to health care, economic opportunities linkage with non-profit enterprises for sustainable livelihood. The most significant achievements of the organization are Cooperative (Samyukta Safai Jagaran Saving and Credit Cooperative) and Non-profit Enterprise (Safai Yodda) bringing together more than 1000 informal waste workers with the aim to work on the rights and welfare of informal waste workers.

II- Main aims of the post

Summary: The Administrative & Finance Officer is in charge of administrative, financial, HR and logistic aspects of the project implementation. S/he is responsible for maintaining the payments, procurement support, maintaining HR records and general office administration including program support.

Hierarchical positioning: Reporting directly to the Manager, in close coordination with the project teams.

Main responsibilities

• Accounting and financial management
• Human Resource Management
• Procurement and logistics
• Administrative, Maintenance and Communication

Detail Activities

Accounting and financial management

• Responsible for making payments and deposits including custody and inventory of petty-cash and cheques. 
• Process the payments verifying the due claims, ensuring the procedures & documentation, ensure budget eligibility and withholding tax before preparing cheques or bank transfer order.
• Proceed for advance to staff and suppliers as per approved advance request or terms of the agreements. Responsible for the timely settlement and follow up of advances. 
• Responsible to the good implementation of the project protocols and standards. Responsible to maintain the financial compliance with respects to organizational policy and practices, donor’s terms and conditions, statutory & tax regulations, and standard financial & logistics procedures and practices,
• Enter and ensure financial transactions into accounts books in FAMAS software and complete the documentation and recordings.
• Prepare and share fund requests, activity budgets, treasury forecast etc. including annual budget and other financial management activities.
• Management of grants compliance and communication with donors on financial management of the projects. 
• Responsible to make allocation of costs and donor to various activities on standard costs sharing basis. 
• Responsible for organizing and ensuring external and internal audit and evaluation of the SASAJA and various projects.
• Prepare and send the monthly/ quarterly/ annual forecast, financial reports and other financial information to the management, donors, and authorities in multiple currencies.
• Ensure the financial and operational compliance of the projects and operations of SASAJA.

Human Resource Management 

• Contribute for updating HR related policies and implement HR programs, including periodical review of the HR policy to address the changing context and addressing the HR related issues, maintain dissemination and implementation of HR policy and practices,
• Responsible for preparation of monthly payroll, transfer/payment of salary, providing pay slips
• Organize recruitment process in a fair and transparent manner and document the process including conduct vacancy notice publication, support to shortlist the suitable candidates, communicate the candidates, organize test and interviews as necessary, and prepare an evaluation grid in close coordination with General coordinator and relevant selection team; prepare and document the selection procedure and decision of recruitment.
• Responsible for organizing appointment letters, employment contract, contribute on staff induction and placement, process probations, and terminations etc.
• Responsible to document, maintain and update the files of timesheets, leave records, leave statements etc.

Procurement and logistics

• Responsible for procurement of the goods and services following the standard practices, in rational and systematic manner in adherence to procurement guidelines as abide by all prevailing compliance and ethical procedures, respecting the humanitarian rules. 
• Maintain the transparency of the process, the commercial rules about fair competitiveness, standardize the local market, maintaining the quality of goods/service to be procured, considering the operating and maintenance costs. 
• Avoid situations and conditions that may involve or show connections with conflict of interest, corruption, fraud, financial malfeasance by ensuring transparency in the use of procedures. Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
• Prepare and implement annual procurement plan and ensure the compliance with terms and conditions of donors. 
• Control order performance, including delivery, receipt, warranty, damages, reconcile or resolve discrepancies.  
• Prepares all appropriate and complete documentation from Purchase Request to donation/stock consumption, procurement plan including but not limited to quotations collected, evaluation grid, supplier details, product details etc.
• Maintain regular communication with local stakeholders and beneficiaries for providing logistics support in field operation.
• Organize the logistics arrangement for project activities such as workshops, trainings, seminars, meetings etc. and participate in program support. 
• Implement safety measures and contribute to conducting regular safety (SOPs) briefing regarding equipment, movements and means of communication to staff.

Fleet Management 

• Inspects and ensures the staff safety, and vehicle use guidelines in rented/owned cars and bikes. Make sure that the drivers drive the vehicles with respect to the safety rules.
• Ensure proper recording of fleet management of cars/bikes (owned or rented) (e.g. logbooks, fuel consumption etc.)
• Responsible for booking hotels, flights, visa, and accompany traveler logistics support need as per approved/ shared travel plans.

Stock and Asset

• Ensure that all equipment is well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, safety, access, etc.). Update the inventory record of the equipment, furniture and other items including periodic physical verification of inventories and report to the management and donors. 
• Responsible to maintain the regular need of office including but not limited to stationaries, office supplies, drinking water, tea/coffee, electricity, cleaning, IT & communication, and other essential items in the field complying the Environment policy and other relevant guidelines.
• Route, schedule, pack and prepare orders for delivery; load vehicles; schedule and oversee deliveries and pick-ups.

Administrative & statutory Functions, and Communication

• Responsible to document and file the legal and statutory records, maintain and update files with legal and statutory documents safe, confidential, and accessible, and ensure to record all contractual documents.
• Contribute getting project approvals, follow ups and reports to Social Welfare Council, Kathmandu Metropolitan City and other government agencies. 
• Organize the board meetings, annual general meetings/assembly, meeting minutes and summon of the formalities within and outside of the organization. 
• Conduct statutory update and renewals at municipal level, tax office, labor office, SWC, national authorities, and international level of registration.
• Handling, receiving, and responding the phone calls, letters, and information.
• Participate in internal work meetings and discuss logistic and operational issues. Attending meetings/training, when organized or requested.
• Extend the support service among other partner organizations. Responsible to all administrative work of associated organization of SASAJA such as Safai Yodda, Cooperative, International Alliance of Waste Pickers etc. including audit, renewal, and reporting. 
• Execute any other function required by the supervisor.
• Ensure all external communication is made by informing the supervisor.

III - Profile of the ideal candidate

Education

• Bachelor’s degree in Business, Management, Finance or Accounting.

Professional experience

• At least 5 years of experience in logistics, accounts or administration of civil society organizations (NGO/INGO).

Skills and qualities required

• Experienced with computer skill including Word, PowerPoint, emails and other communications tools
• Experience of advanced level of Microsoft Excel is a must. 
• Experience with FAMAS accounting software and online accounting platforms with clear concept 
• Proactive, well organized and ability to manage priorities, adaptable, reliable, accountable and responsive personality
• Able to independently lead, deal and manage the financial and administrative department of SASAJA
• Leadership, team-working and coordination skills
• Interpersonal and verbal communication abilities, and diplomacy, intercultural and difference awareness and receptiveness 
• Assertiveness, mediation and negotiation, problem-solving and decision-making skills
• Females are encouraged to apply

Languages 

• Nepali: Mother tong
• English: professional level - both oral and written is a must 
• Local or other language: as an asset 

NOTES TO CANDIDATES

DUTY STATION: Kathmandu Valley (Field visit as per need)

ANTICIPATED START DATE: As soon as possible in September 2024

NUMBER OF POSITIONS: 1

CLOSING DATE FOR APPLICATIONS: 26th September 2024

HOW TO APPLY: send an updated CV in English with 2 references and a Letter of Interest to samyuktasafai@gmail.com