Finance and Administration Officer

Terms of Reference

Job Description for the position of Finance and Administration Officer

Ujyalo Foundation is a non-profit organization, established in 2014, to create safe spaces for girls, women, and nonbinary individuals to learn and lead in Nepal. Our mission is to enhance the number of girls, women, and nonbinary individuals in leadership and decision-making roles in Nepal. The Foundation is a purpose-driven, dynamic, and impact-oriented organization that believes in creating a gender-just and equitable world for all.

Since its inception, the Ujyalo Foundation has been running various leadership institutes for women of diverse age groups to build their capacity for leadership via the lens of gender, sexuality, rights, and intersectionality. Ujyalo Foundation also focuses on sustainable development in rural Nepal by conducting programs that promote innovation, encourage social enterprise, and increase capacity building through community-based projects and gender-inclusive leadership, as well as strengthening the leadership and civic expansion of the elected women representatives.

The Finance and Administration officer will assist the Finance and Operations Lead in creating and maintaining a proper financial system along with adhering to the Foundation’s existing standards, and thus manage the financial, admin, and operational processes and ensure accurate records are kept by the standard practice.

I. Title: Finance and Administration Officer

II. Location: Kathmandu (Frequent field visits at least 80%)

III. Reports to: Finance and Operations Lead

IV. Project timeline: 3.5 years

Roles and Responsibilities:

A. Financial Responsibilities:

• Manage all bookkeeping following the organization's policies and the prevailing policies of the state, with all required supporting documents
• Develop external relationships with appropriate contacts, e.g., auditors, bankers, and statutory organizations such as the Inland Revenue Department
• Assist in producing accurate financial reports to specific deadlines
• Maintain a documented system of Financial, Procurement & HR policies and procedures
• Ensure that the books of accounts and other financial records are maintained and updated according to the prescribed standards
• Responsible for making accurate payments to suppliers, vendors, consultants, and other external parties
• Responsible for verifying the market rate of the bills before the release of payment
• Submit weekly progress reports on achievements to the supervisor

B. Administrative and Logistics Management:

• Manage day-to-day office operations, including correspondence, scheduling, and inventory management
• Assist the Finance and Operations Lead with basic record-keeping, filing, and transaction maintenance
• Organize and manage inventory for the office and various programs as needed
• Manage procurement inventories and compliances related to procurement and vendors as needed
• Properly manage and maintain assets, including record-keeping of all the assets and equipment
• Coordinate and manage logistics for various programs and meetings as needed
• Work with Program Leads to provide administrative support during programmatic activities
• Manage and maintain vendor relationships for the procurement of goods and services as needed
• Support the finance team in preparing documentation for audits and reporting purposes

C. HR and Compliance Management:

• Organize and maintain employee records to meet HR compliance under the HR manual
• Assist in updating HR records such as performance reviews, contracts, and policies
• Assist the operations and program team in the recruitment and onboarding of new team members
• Manage Support Staff and support them with their assigned tasks
• Meticulously follow the organization's compliance processes alongside the government and bank compliance
• Work with the Finance and Operations Lead in procurement, staff management, record keeping, and day-to-day operations
• Track attendance, leave requests, and other staff-related updates

D. Requirements specific to the position:

• Must have a Bachelor’s degree in Business Administration, management, or a related field
• Must have basic knowledge of using accounting software for record-keeping
• At least two years of experience in accounting, administrative, and logistical roles in an organization that includes procurement and vendor management
• A valid driver's license to operate two-wheelers
• Experienced in using Google Suite, including Google Docs/Sheets, and Google Drive
• Experience working in a team and independently as needed
• Proven organizational and interpersonal skills such as time management, communication, attention to detail, and problem-solving

E. Personal Attitudes and Behavior

• Excellent oral and written communication skills
• Demonstrated management and leadership abilities
• Ability to prioritize to meet goals, objectives, and deadlines
• Ability to report challenges and opportunities as needed
• Maintain transparent communication within the team
• Innovative, self-driven, and collaborative
• Value confidentiality and integrity at all levels programmatically and professionally
• Ability to work effectively both independently and in a team-based environment
• Demonstrate a willingness to be flexible and adaptable to changing priorities

F. Salary Range: 35k-40k

G. Process:

Please send your recent resume and letter of interest to hiring.ujyalo@gmail.com with your name and the position you are applying for in the subject line by 5th May 2025. Only short-listed candidates will be notified of the further selection process through email. The selection process will include a written test and an interview. Women and individuals from marginalized communities are encouraged to apply.