Finance Coordinator

Finance Coordinator

Summary of Position

Job title: Finance Coordinator 

Function / Unit: Finance and Admin Unit of Nepal Country Office 

Place of Assignment: Kathmandu

Position is: Fixed Term 1.01.2025 – 31.12.2026

Supervisor:  Finance and Admin Manager 

Other reporting responsibilities and internal cooperation parties: 

Coordination with the Finance Controller (FCA’s headquarter known as Service and Accountability Centre (SAC)), FCA Nepal Country Office (NEPCO) Senior Management Team (SMT), Program Team, Finance & Admin Team, and Procurement Committee.

Primary Purpose of the Position 

The position holder, in close coordination with Finance and Admin Manager (FAM) and the SAC Finance Controller as needed, will support to ensure effective financial management for FCA Country Office. The role includes responsibility for accounting, budgeting, financial reporting, compliance, and internal controls in line with FCA policies and international standards including oversight of partners’ financial management, compliances and internal control.

Additionally, this position supports project teams and management by providing financial insights, promoting transparency, and ensuring accountability and integrity in all financial activities.

Description

Main Tasks

Accounting, Budgeting and Finance 

• Maintain day-to-day transactions, ensuring all financial activities are accurately recorded, properly authorized, timely settled, and documented for internal and external reviews. 
• Review and reconcile intercompany transactions, funds between the SAC and Country Office, and other ledgers as needed for periodic reconciliation.
• Ensure that periodic country financial reports are completed on time and that financial progress and information are shared with both project and country teams. 
• Ensure the year-end closing process is managed efficiently and completed smoothly within the designated timelines, allowing for accurate and timely financial reporting.
• Manage bank and cash transactions, preparing the monthly Bank Reconciliation Statement (BRS) and Cash Count Sheet.
• Ensure timely and accurate payroll processing, including deductions for income tax, social security, and other statutory obligations, while preparing the annual tax calculations for country staff and processing monthly payroll according to budget codes and allocations planned. 
• Assist Program Team in preparing annual project budget and monitor project expenditures against approved plan and budgets, providing regular financial analysis to the project team.
• Facilitate budget revisions process, and adjustments in coordination with program, partner and management teams.
• Review and ensure timely settlement of staff travel and work advance payments.
• Verify expense codes and budgets, upload the entries into the accounting system (Unit4), and scan relevant finance documents for storage on designated filing location.
• Regularly verify timesheets and assist the Finance and Admin Manager in preparing monthly financial reports and consolidating burn rates.
• Prepare financial reports for donors and ensure compliance and effective management of project funds.

Compliance & Internal Controls

• Ensure all financial activities comply with organizational policies and procedures, donor requirements, and local statutory regulations.
• Manage the organization’s tax compliance, including the preparation and filing of tax returns as required by local laws, reports submission to Social Welfare Council etc. 
• Conduct regular internal reviews and provide support to identify risks and propose mitigation measures.
• Support internal, external, and labor audits by ensuring proper filing and documentation of all financial transactions, including the other required information for audit purposes.
• Ensure that country financial information is updated periodically in Government of Nepal’s Aid Management Information System (AMIS).

Partner Financial Monitoring and Support

• Ensure the timely management of partner funds, ensuring that payments adhere to established policies and agreements, with prompt disbursements based on forecasts.
• Review periodic financial reports from partners to ensure timely settlements and provide necessary feedback.
• Provide training, coaching, and support to partner finance and program staff on financial management policies and procedures to enhance their capacity in financial management, compliance, and control.
• Transfer grants to partners in accordance with cooperation agreement and contractual obligations, reconciling partner advances to ensure accurate grant recognition.
• Conduct both remote and on-site monitoring of partner organizations based on their reports and evidence.
• Provide assistance to the Program Team in the formulation and thorough review of project budgets to ensure alignment with organizational goals and effective allocation of resources.

Human Resource and Administration

• Maintain all HR-related files, including employment contracts, staff information, and copies of certificates, ensuring that required and updated staff information is accurately reflected in the HR system (SYMPA).
• Ensure that Anti-Money Laundering (AML) screening is conducted for all new staff, vendors, and consultants
• Participate in the Procurement Committee (PC) in the absence of the Finance and Admin Manager.
• Maintain and organize relevant procurement, administrative, and other files for easy access.
• Regularly update staff and asset insurance records to ensure accuracy and compliance.

Special Tasks 

Perform any additional duties as assigned by the line manager.

Competence, Experience, Skills, Knowledge Needed 

• Bachelor’s degree in finance, accounting, or a related field.
• Minimum of 5 years of relevant experience in financial management, preferably within an INGO.
• Ability to work independently. 
• Knowledge about accounting principles, finance policy and procedure, compliance and regulatory standards, internal control and risk management.
• Knowledge of Financial reporting, advanced Microsoft excel, accounting software (preferably Unit4), communication and organizational skills. 
• Strong competencies in analytical thinking, attention to detail, time management, problem-solving, and upholding ethics and integrity. 
• Experience in office administrative work will be an asset.
• Good command of written and spoken English is essential.

Impact

• FCA Finance and Admin is smooth and on time support.  

Responsibilities and Independence

• Problem solution requires finding solutions independently. Work is done mainly independently according to goals, plans and general instructions, and it may include financial and supervisory responsibility.

Physical and Psychological Burden Imposed 

• Travel to field locations.
• Instability (political). 
• Fraud and corruption threats.

Interaction Needed 

• Interaction within the FCA Country Team and external stakeholders. This includes external interactions with banks, tax authorities, auditors, SWC, SSF, stakeholders, partners, suppliers/vendors, as well as guests and visitors.

Substitution and Representation 

• Act as Finance and Admin Manager (FAM) during the position's absence.
• Represent FCA at various forums and events.

Application Method

For Registered Candidate:

Login to https://p2p.com.np/ with your username and password, click on the job you want to apply for and press "APPLY" that appears on the selected job page.

For New Candidate:

Go to https://p2p.com.np/

Register/Create new account,

Use your newly created username and password to login

Click on the job you want to apply for

And press "APPLY" that appears on the selected job page.

If cover letter/ CV is not attached, a pop up will appear The pop up will direct to "MANAGE COVER LETTER/ CV" page where you can add/upload cover letter/ CV, then press "APPLY" at the bottom of the page.

Application Deadline: Sunday 17th Nov,2024

In recognition of the various needs of People with Disability (PWD), please reach out to People 2 People for direct application submission process. 

Apply now