Office Associate / Finance Officer

Background

AWO International was founded in 1998 as a professional association for development cooperation and humanitarian action within the framework of the German Welfare Organization “Arbeiterwohlfahrt” (AWO, literally: Workers’ Welfare). AWO International is actively working in Nepal since 2009. In close cooperation with Governments and Local Non-Governmental Organizations, AWO International is working with different communities and target groups across the country. AWO International is actively engaged in Humanitarian Assistance in the event of disasters and crises. 

1. Job Title: Office Associate (OA)

Job Location: Country Office Kathmandu, Nepal with frequent field trips

Portfolio: Development Work & Humanitarian and Recovery Aid

The Office Associate (OA) reports to the Finance & Admin Coordinator (FAC) & Country Director. The position serves on the junior level of the Country Office. Under the supervision of the FAC & HR, the OA tasks & responsibilities are as detailed below: -

Main Task & Responsibilities

1. Support for the Country Office’s Admin, Finance and Program department for the smooth operation of a multi-year project cycle aligned with AWO International Framework;
2. Ensure knowledge management in both program sectors (Humanitarian and Development Cooperation) and in finance & administration for continuous strong relevance, effectiveness and sustainability of AWO International interventions. (e.g., support updating and aligning of guidelines, gathering and documenting lessons learnt);
3. Responsible for handling office communication and correspondence;
4. Support for the process of the procurement of needed equipment/services in line with the latest guidelines of AWO International in close consultation with the Finance and Administration Coordinator and Country Director;
5. Supervise and ensure the management of stock for office assets. Verify the office supplies periodically and maintain inventory of office supplies as required;
6. Coordination with support staff and external service providers in the office context;
7. Taking care of possible visa needs for official travel. Coordinating with government agencies and all line authorities for visa requirements, when required;
8. Maintain an organizational staff calendar and schedules, arrange meetings, and distribute memos with reports. Preparing monthly Staff Movement Chart (SMC) and keeping updated records;
9. Formulate event concept notes, and programs and invites participants to the events. Preparation of invitations, catering, workshop materials and logistics support for meetings/events of the Nepal Office and for workshops with partners in consultation with and in close coordination with the responsible program/finance staff;
10. Travel arrangements (flight and hotels bookings) for all office staff, and visitors, and manage travel insurance in advance of international travels for staff;
11. Maintain the office record of status verification and ensures monitoring and maintenance of vehicles and moveable assets. Monitor, ensure and track the log book of the vehicle and moveable assets records are up to date;

Applicant's Profile

The suitable candidate will meet the following requirements:

• Bachelor’s degree in Business Administration or Business Studies; 
• Two years’ work experience in the field of administration, finance and program in an INGO and NGO or business organization;
• Knowledge of clerical practices and procedures, and knowledge of administrative and financial processes;
• Familiar with accounting packages and professional working knowledge of tax, VAT, and TDS for Nepal context;
• Good knowledge of rules and procedures on vehicle management including official vehicles;
• Advanced working knowledge of relevant computer applications (MS Office, Adobe Photoshop & accounting package);
• Ability to operate in a cross-cultural environment to meet tight deadlines; 
• Highly organized, committed, results-oriented, team player, and willing to work outside of the comfort of his/her working station;
• Excellent writing skills and fluency in written and oral English, working knowledge in online media (social media, website) campaigning and content management for Nepali onlookers, good facilitation skills and competence in external communication and networking;
• Can work with minimal supervision and possesses good time management skills; independently work in a high-pressure situation; 
• Applicant must have a learning attitude, good analytical skills; and be available for field trips
• Must have a valid two-wheeler driving license and excellent driving skills;

2. Job Title: Finance Officer (FO)

Job Location: Country Office Kathmandu, Nepal with frequent field trips

Portfolio: Development Work & Humanitarian and Recovery Aid

The Finance Officer (FO) assists the Finance & Admin Coordinator (FAC) in the accounting, administration, and documentation of all financial matters of AWO International’s Nepal Office and its partner organizations in the project countries. The position serves on the mid level of the Country Office. Under the supervision of the FAC & HR, the FO tasks & responsibilities are as detailed below: -

Main Task & Responsibilities

1. Double-entry bookkeeping, recording & maintenance of all transactions in the accounting software and verification of the validity of the supporting documents (Development & Humanitarian Aid work);
2. Obligatory filling of financial & project documentation of all financial transactions of Nepal Office & partner organizations‘ program (Development & Humanitarian Aid work);
3. Processing of cash, cheque, advance and bank transactions of the Nepal Office (Development & Humanitarian Aid work);
4. Allocation of finance planning and preparation of quarterly fund request for the Nepal Office's program and its partner organizations;
5. Controlling of funds flow of Nepal office and partner organization in compliance with the approved budget;
6. Supervising of the procurement process of Nepal Office and it’s partner organization in close cooperation with the FAC and Program Coordinators; 
7. Preparation, administration, and review of the Nepal Office's Program budget and partner’s budget spending in close consultation with the FAC and the HR;
8. Compilation of the statement of expenditures (MSoAs) of Nepal Office, review of partner’s monthly expenditure (MSoAs) with monthly examination of the partner‘s vouchers (including physical partner visits); 
9. Compilation of Half-yearly and yearly financial reports of the Nepal Office and reviewing the financial reports of partner organizations;
10. Audit preparation including quotation collection and contract preparation for yearly external audits of the Nepal Office and all partner organizations;
11. Coordination with auditors and partner organization finance persons for successful completion of audits and follow up and finalization of all audit reports (financial statements and management reports) including controlling of timely instalment transfers to auditors;
12. Regular guidance/technical backstopping to all partners in financial matters and capacity development for staff of the partner organizations;
13. Support in the development of budget plans for new partner organizations;
14. Tasks upon request of the HR and FAC;

Applicant's Profile

The suitable candidate will meet the following requirements:

• Master’s degree in Finance, Accounting, Business Administration, Business Studies or a related field; 
• At least three years’ work experience in the field of finance and administration in an INGO and NGO or business organization;
• Knowledge of financial analysis and reporting and ability to prepare financial statements correctly;
• Professional working knowledge of accounting system and accounting packages, and knowledge of tax, VAT, and TDS for Nepal context;
• Proficient in relevant computer applications (MS Office, MS Excel);
• Attention to detail and accuracy in handling numbers and financial reports;
• Ability to analyze financial data, budget, identify trends, and make recommendations for improvements;
• Ability to operate in a cross-cultural environment to meet tight deadlines and must have high integrity, confidentiality and ethics; 
• Highly organized, committed, results-oriented, team player, and willing to work outside of the comfort of his/her working station;
• Can work with minimal supervision and possesses good time management skills; independently work in a high-pressure situation; 
• Applicant must travel for field trips and have a learning attitude, and good analytical skills;
• Must have a valid two-wheeler driving license and excellent driving skills;

To apply

Please submit your application with a motivation letter and a copy of an up-to-date CV to mail@awo-southasia.org by 18 Nov 2024.

Only shortlisted candidates will be called for an interview. No phone call will be entertained and if any, subject to negative scoring in the qualifying process. AWO International is an equal-opportunity organization.

Only women are highly encouraged to apply.