Programme Finance Coordinator - Madhesh Field Office

Location: Madhesh Province and frequent travel to field (70%)

Duration: Initially one year with possibility of extension till 2029

Reports to: Operations Lead

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance. PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has become one of the pioneer organizations advancing programmes such as landslide disaster preparedness and anticipatory action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Scope of Work

Under the direct supervision of Operation Lead, the Programme Finance Coordinator will support to programme staffs of PIN Madhesh Province Office in all aspects of project financial management. This role typically involves working closely with local partners, sub-grantees or sub-recipients to build their financial management capabilities, monitor their financial performance, and ensure adherence to donor regulations and organizational policies.

 All PIN staff agree to:

• Comply with all relevant PIN policies, Country Programme Policies, and guidelines related to their position.
• Show a strong commitment to the inclusion of all groups within Nepal and dedication to PIN Nepal’s Inclusion Guidelines.
• Perform and accurately complete administrative tasks related to their position.
• Strive for quality in all aspects of their work and ensure the highest quality performance of the Country Programme.
• Maintain a positive attitude and promote a professional & productive working environment across all staff, departments, and among all of PIN’s partners.
• Adhere to PIN Code of Conduct and key policies including Anticorruption Policy, Child Protection Policy and Safeguarding Policy.

About the Project

 SARATHI - RAIN

 SARATHI has been designed to support and contribute to the overarching early action and climate resilience aims of BEK’s Resilience, Adaptation and Inclusion in Nepal (RAIN) programme. Project – SARATHI is aimed to bring significant value and sustainable scale up to RAIN programme especially in reaching the most vulnerable and marginalised communities at risk of multi hazards in Madhesh, Lumbini and Karnali provinces by 2029. To achieve this, SARATHI will use evidence-based approaches to tailor implementation for building resilience in a systemic way, centred around localisation, inclusion and leveraging fiscal resources to contribute to adaptation across differing contexts in the targeted provinces. SARATHI’s two intermediate outcomes will focus on 1) enhancing community resilience, 2) strengthening sub-national governmental systems in early warning (EW), early action (EA) and adaptation. SARATHI supports the attainment of NDRRMA’s strategic goals to strengthen Early Action, develop multi-hazard EWS and catalyse research and innovation to develop EA plans as per National Disaster Risk Financing Strategy (2020), DRR Policy (2018) and National Strategic Plan for Action (2018-2030).

 SARATHI is built around equal and long-term existing partnerships between eligible international-national-local organizations, who bring the requisite knowledge, skills and comparative advantage. Besides, the consortium will partner with, and empower 121 CBOs who represent the most marginalised groups in 15 LGs across 3 provinces. Through trainings and sub-grants, they will actively co-design and participate in EWS, EA and adaptation in their localities. The CBOs, together with national thematic sub-leads and leads, will empower and hold accountable the subnational Local and Provincial Governments (LG, PG), together with the RAIN TA and other stakeholders, with an emphasis on ‘unlocking fiscal resources’ for EW, EA and adaptation.

 Furthermore, SARATHI is centred around using science, technology, innovation and evidence of best practice to inform multi-hazard anticipatory action interventions. The consortium, including technical partner, will build on its extensive experience of the RAIN sub-themes and what works and what doesn’t in Nepal, to establish and/or strengthen multi-hazard EWS at the sub-national level, increase access of vulnerable and marginalised groups to risk communication through forecasting, using data management for inclusive and focused EA and adaptation, and supporting coordination across all spheres of government. The learning produced from these interventions will feed into the development of DRR and AA policy frameworks. The consortium will work closely at LG and PG levels with RAIN Technical Assistance (TA), Strategic Learning Unit (SLU) and other RAIN partners to influence government to endorse relevant disaster resilience and adaptation polices and allocate fiscal resources, so that they address gender inequalities, marginalisation and work with socially excluded groups. The consortium aims to directly target 987,299 people, and indirectly benefit 3,478,805 more.

Key Summary of Functions

• Serves as a liaison between the organization and its partners and sub-grantees, providing support, guidance, and oversight to ensure sound financial management practices, compliance with regulations, and successful project implementation.
• Provide support to project staffs in managing project finances effectively that includes budget preparation, budget monitoring, financial reporting, and ensure compliance with donor regulation and PIN policies.

 Partner Finance Management

• Support effective review to partner’s monthly financial reports and supporting documents to ensure compliance with the partnership agreement, donor regulations and PIN policy, providing feedback to the partners as necessary and flagging any compliance and financial management issues to PIN management.
• Collaborate with PIN programme staff by having a system of mutual sharing and review of partners report before booking partner cost in system.
• Liaise with partner organizations to ensure completeness, correctness and accuracy of financial report according to PIN policies, partnership agreement and donor regulations.
• Prepare and update partner advance liquidation sheet in a monthly basis.
• Provide support to programme staffs and/or management by tracking all partners budgets and financial reporting deliverables, inform Operation Lead and/or Finance Manager and the programme focal points of any potential issues with spending and financial reporting.
• Maintain the bookkeeping and files / financial reports related to partnership agreement hardcopies and softcopies in ELO and PIN cloud system and make it available for management, internal review and external audits.
• Identify financial management capacity gaps and training needs assessments for both financial and non-finance partner staff and provide hands-on support and training for proper and effective use of resources.
• Liaise with partner organization on regular basis to provide programme support in areas of finance.
• Liaise with PIN programmes to ensure the consistency between partner’s narrative reports and financial reports.
• Visit partner offices in monthly/periodic basis to conduct financial monitoring and support visit to verify project expenses, internal control and financial management system, prepare detail visit report and ensure all issues are timely settled.
• Responsible for managing the disbursement of funds to partners in line with payment schedules and any other requirements
• Preparation of the Partnership Assessment Tool (PAT) financial part for new partners in coordination with the Finance manager/Operation Lead.

Programme Financial Management

• Review, track and analyze expenditure for all projects under province office and coordinate programme budget management, expenditure monitoring and forecasting
• Maintain systems for budget control to ensure project expenses are reasonable, prudent and spent in accordance with the PIN policies and donor compliance
• Work closely with Provincial programme team to ensure all project budget monitoring, payments and booking of expenses by providing monthly budget versus actual reports to budget holders
• Undertake project budget reviews and adjustments as required and produce financial management information and analysis for programme team
• Support Kathmandu finance team to prepare up to date Drawing forecast for the project, update Navision entries, forecast and exchange rate in collaboration with programme team
• Pull monthly project wise transaction detail from Navision system and review it with respective programme manager to confirm its accuracy and correct coding
• Assist Kathmandu Finance Manager to prepare periodic donor financial report

 Others   

• Coordinate with Kathmandu finance staff to create budget lines, Z card, P card etc.
• Timely initiate ELO process for partnership agreement, amendment, contracts, monthly partner financial report / import file, project financial report, partner fund disbursement and etc. other documents for approval and follow-up
• Facilitate audit functions in province office and partner organizations
• Maintain and update partner financial monitoring tracker to timely address partners issues identified during periodic financial monitoring

Education and years

Bachelor degree in finance, accounting, business administration or related filed (Master degree preferred) with minimum 3 years of relevant experience in I/NGO.

 Relevant Experience

Minimum of 3 years’ experience of dealing with NGO/CBO/Government for partner financial management issues and sound knowledge of project financial management.

 Desired Knowledge, Skills and Competencies

• Experience in providing financial training, capacity building, and technical assistance to staff and partner NGOs
• Experience conducting monthly Budget Vs Actual meeting with programme staff
• Proficiency in financial software and MS office suite, with advance skills in Excel for data analysis and reporting
• Sound understanding of financial principles, budgeting processes, and grant management procedures
• Detail-oriented approach with a commitment to accuracy and integrity in financial reporting
• Fluency in English and Nepali languages

EMPLOYMENT CONDITIONS AND BENEFITS

• Salaries are according to People in Need Salary Scale. Candidates will be informed about the salaries in the beginning of the recruitment process
• Health insurance for both in-patient and out-patient care with maximum benefit limit of NPR 500,000.00 per year per person (Including dependents)
• Accident insurance for all injuries during work time NPR 3,000,000 per year (For Staff only)
• Compensation leave for working overtime when requested by the Line Manager
• Maternity, Paternity and mourning leave as per the labour law
• Communication or internet allowance on monthly basis (Reimbursable)
• Capacity Building program, both internal and external trainings - Induction training, internal online opportunities, such as access to e-learning platform and live webinars
• International environments with opportunities to learn from other country programs and HQ office in Prague
• Per diem for working outside of the duty town depending on the location. Full reimbursement of accommodation and transportation during business trips (as per the organization’s policy)
• Friendly and fair environment in small collective structure where everyone knows each other
• Work hours are from 9:00 am - 5:00 pm, Monday to Friday with 30 mins break for lunch

How to Apply

Submit an updated CV and Motivation letter before the deadline of January 22, 2025. Please note, that applications will be reviewed on a rolling basis, and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn before the deadline thus early submissions are strongly encouraged. No phone calls will be entertained. PIN promotes equal opportunities. Women, Dalits, Minorities (ethnic, sexual & gender), Janajati, persons with disability are strongly encouraged to apply! People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and is committed to promoting the welfare of children and adults with whom People in Need is involved. People in Need expects all staff to perform job duties and responsibilities following the People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Note- If you need reasonable accommodation (especially for people with disability) to proceed with our recruitment process, please mention so in the cover letter.