Junior Admin and Finance Officer

Organization Overview

Shechen Karuna (SK) is working in Nepal since 2020 with the vision to create a just society without poverty, a society in which all women and men live a life of dignity, enjoy their rights as active citizens of Nepal. Through integrated development program it aims to provide people with better livelihood opportunities, improved health conditions, sustained environment, quality education and continued economic development, ensuring that development-related activities are demand driven and sustainable. As defined by the VISION 2025, a strategic guidance, Shechen Karuna Nepal has been working in three regions Terai, Mid-Hills and High-Hills (mountains) in five inter-connected thematic sectors; Health, Education, Food security, Economic Development and Environment.

By working in these sectors, Shechen Karuna aims to provide people with opportunities to reduce poverty, vulnerability and inequality, ensuring that development-related activities are gender sensitive, socially inclusive, demand driven and sustainable, and that the most vulnerable are empowered to sustain their effort. Shechen Karuna works in close coordination with local governments and civil society organizations to support marginalized, socially excluded and economically poor communities. Shechen Karuna is a reputable Non-Governmental Organization (NGO) dedicated to contributing to reducing poverty through altruism in action philosophy. With a rich history of impactful initiatives, we strive to serve the local communities in a holistic manner. As we expand our operations, we are seeking a dynamic, experienced and self-motivated individual for the following positions.

POSITION TITLE: JUNIOR ADMIN & FINANCE OFFICER

DEPARTMENT: ADMIN & FINANCE

WORK LOCATION: RUBY VALLEY, DHADING

REPORTS TO: PROGRAM COORDINATOR

MATRIX MANAGER: SENIOR FINANCE OFFICER

SUPERVISE TO: OFFICE SUPPORT ASSISTANT

FUNCTIONAL OBJECTIVE:

This position is responsible for providing general Financial and Administrative support to the smooth functioning of the field offices. 

Duties and Responsibilities:

I) Financial Duties

• Check bills, supporting documents for correctness & to ensure Shechen Karuna Nepal
• organization policy is properly followed in all the payment requests in the filed level activities.
• Ensure to get approval from the authorized official for the expenses related to field office operation.
• Check tax and other deductions to deduct from the settlement while recommended for the payment.
• Prepares payment authorization and submits it to relevant authority for approval on timely basis with proper and complete supporting documents.
• Conducts monthly reconciliation of Advance and payable of district staff and vendor.
• Maintains proper filling of accounting and financial document with indexing in hardcopy. 
• Assists program coordinator in supervising financial administration of NIDP-2 Project thereby, ensuring daily processing of the financial transactions and meeting minimum internal control requirements.
• Supports colleagues in clarifying all policies, Government requirements etc.
• Recording of financial transaction as per the policy and guidelines 
• Prepare financial report with correctness & to ensure compliance of Shechen Karuna Nepal. 
• Ensure Approval process of all district level expenses as per Authority Matrix for the expenses related to field office operation.
• Organize the logistics arrangement for project activities such as workshops, trainings, seminars, meetings etc. and participate in line with program support.
• Support in vendor selection and perform the procurement support function of the field offices coordination with Procurement Department.

II) Supervision and Guidance

• This position will provide direct supervision and guidance to the field office assistants for maintaining clean and healthy office environment of the field office.
• Regular and direct communication with technical supervisor for any financial issues.

III) Administrative/HR support

• To conduct administrative process for field office operation, maintain safety and smooth operation in field office
• Preparation of the official letter for the correspondence with local level authority
• Maintain the records of the assets in the field offices.
• Ensure that all inventories are well organized, recorded, and correctly stored, well protected, fully identified and easily accessible (cleanliness, safety, access, etc.) in the field and timely update of records.
• Compile and review timesheets submitted from all field-based staff in monthly basis.
• Maintain database for leave records of all field-based staff.
• Support in HR Administration requested by HR Officer.
• Carries out all administrative related work including procurement in the organization in coordination with the program and procurement team. 
• Provides overall logistics support such as: arranges venue for seminars/meetings, arranges for the field visit/manages vehicle etc.
• Repairs and maintains office assets, including two wheelers.
• Collects quotations and prepare comparison sheets for procuring the materials locally. 
• Collects and forwards documents, parcels, materials sent from the organization and forwards it to other stakeholders and vice versa. 
• Support Shechen Karuna Procurement department to maintain annual vendor roaster registration of goods and services.
• Carries out other functions as per need and periodically and rationally suggested by the supervisor.
• Organize the logistics arrangement for project activities such as workshops, trainings, seminars, meetings etc. and participate in line with program support.
• Support in vendor selection and perform the procurement support function of the field offices.

IV) Planning, Monitoring and Evaluation

• Support program team to implement activity.
• Supervise and provide need-based support to Program Team member.
• Analyze expenditure, recommend ways of being cost effective on budget utilization.

V) Reporting

• Prepare monthly financial reports and submit to the technical supervisor and ensure all the compliance as per the Shechen Karuna compliance
• Prepare Monthly plan and financial plan based on technical supervisor.

VI) Policy Compliance

• Ensure all relevant applicable Government Acts, Rules, and Regulations are complied.
• Ensure Compliance with all organization specific internal and donor specific policy and guidelines.

In addition to the above points this position will provide support in overall financial management task as well other related tasks assigned by Senior management team and supervisors as per the need of the project.

Qualifications:

• Bachelor’s degree in Business Administration, Accounting, Finance or related field
• At least 2-3 years of relevant experience in finance and admin, preferably in development sector
• Demonstrated experience in the use of MS office package
• Strong analytical and problem-solving skills
• Ability to work independently

How to Apply?

If you meet above mentioned criteria and you have experience and commitment to contribute  a society without poverty, you are requested to submit your updated CV along with a short cover letter mentioning expected salary with two references to nepal.ks@karuna-shechen.org by March 05, 2025. 

We encourage you to apply early as we want to fulfill the position as soon as possible. So we will be screening on rolling basis.

Shechen Karuna adopts a fair, transparent and competency-based selection process. Only shortlisted candidates will be contacted.