Finance and Admin Assistant

Job Description: Finance and Admin Assistant

Overview:

Jhpiego is a non-profit global health leader and Johns Hopkins University affiliate that saves lives improves health and transforms futures. We partner with governments, health experts, and local communities to build the skills and systems that guarantee a healthier future for women and families. Jhpiego translates the best science and practices into moments of care that can mean the difference between life and death for women and families. Jhpiego’s partnerships are revolutionizing health care for the world’s most disadvantaged and vulnerable people.

Under the direct supervision and overall guidance of the Finance and Operations Manager, the Finance & Admin Assistant will support all procurement and operation responsibilities; and assist in the day-to-day financial operations of the Nepal Country Office.  

This position is open to Nepali nationals only.

Position Reports to / Supervisor: Finance and Operations Manager

Location: Jhpiego Nepal Office, Kathmandu, Nepal

Key Job Responsibilities:

Office Operation, Administration, and Program Support:

• Maintained supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; and delivering supplies to work and program stations.
• Maintain office equipment, accessories, and computers in coordination with the IT consultant by completing preventive maintenance, troubleshooting failures, calling for repairs, and monitoring equipment operations.
• Maintain proper documentation and ensure proper administrative filings. 
• Oversee logistical arrangements for routine field travel of the state program staff, hotel bookings for staff, and any other support required from field staff. 
• Provide administrative support for training, workshops, publications, and seminars (e.g. stationary, print or any program materials)
• Oversee organizational insurance policies and claims in coordination with the HR office. 
• Work closely with the Project Officers and HR, Admin & logistics officer to ensure operational and administrative support is available, staff travel arrangement, venue booking, managing training/workshop materials, participants travel, etc. for smooth implementation of all project activities.
• Office management, office help services, taxi, telephone, Internet, courier, bank visit, and documentation drop and pick up.

Procurement/ Finance Support 

• Assist Finance and Administration Office and HR, Admin & logistics for the procurement of goods and services, prepare relative purchase receipts, collect quotations from vendors, and do comparative analysis. 
• Liaise with multiple external vendors in compliance with organizational Procurement policies and practices, do the needful vendor listing, prepare PO and Maintain PO status and tracking.
• Follow financial policies, guidelines and procedures and ensure their compliance with its donors’ rules and regulations. 
• Ensure office financial operations with particulars emphasis on implementing and maintaining onsite financial and bookkeeping systems.
• Assists Finance and Operations Manager in monthly financial reporting.
• Maintain and file vouchers, petty cash, payments and other financial communication and documentation. 
• Regular follow-up with staff and vendors for timely submission of bills and claims.
• Review financial documents such as vendor invoices, Staff claims, Consultant payments and other routine expense vouchers to ensure the completeness, accuracy, and validity of financial data.
• Maintain proper documentation of all financial transactions, filing of accounting documents and accounting records compatible with standard accounting practice of Jhpiego and Donor Guidelines.

Qualification and Experience: 

• At least a bachelor’s degree in business, finance, management, or related subject with a minimum of 2-4 years of progressive work experience in I/NGO and/or bilateral organization.
• Demonstrated proficiency in basic Microsoft Office computer skills.
• Understanding of the government of Nepal's rules, regulations, and policies in accounting and finance; and familiarity with I/NGO and donor-supported projects.
• Ability to develop good working relationships with other agencies, stakeholders, and other organizations.
• Ability to multitask; must be cooperative, hardworking, flexible, and dependable.
• Excellent verbal and written skills in English and Nepali.

Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Please apply at Careers at Nepal (icims.com) 

Applicants must submit a single document for upload, including a cover letter, resume, and references.

For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer and is committed to tough international child safeguarding standards.

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

RECRUITMENT SCAMS & FRAUD WARNING 

Jhpiego has become aware of scams involving false job offers. Please be advised:

• Recruiters will never ask for a fee during any stage of the recruitment process.
• All active jobs are advertised directly on our careers page.
• Official Jhpiego emails will always arrive from a @Jhpiego.org email address.

Please report any suspicious communications to Info@jhpiego.org