Senior Administration and Finance Officer

Introduction

Autism Care Chitwan Society (ACCS) is a non-governmental, non-profit making organization established by group of dedicated parents of children with Autism. ACCS since its inception has been actively working for awareness, the rights and capacity building of child/persons with autism. ACCS has working experience with several INGOs like Abilis Foundation, Handicap International together with the Autism Care Nepal Society. Besides in the short period it has gained its credibility from the Organization of Persons with Disabilities (OPD) and government stakeholders from the district. Besides this Autism Care Chitwan Society had worked on inclusive education project particularly with student with disability, in additional ACCS worked in emergency period (Covid response project).

Autism Care Chitwan Society along with Handicap international is implementing inclusive education project in two different Municipality of Chitwan District ie; Bharatpur Metropolitan city and Kalika municipality with an objective of ensuring access to quality education of children with disability, improving daily life skills improving learning achievements. The project has following outcomes:

(Outcome-1): Education authorities and stakeholders including OPDs in two municipalities of Chitwan district provide quality services to support education of girls and boys with disabilities including children with complex disabilities and other children with learning support needs with systems, procedures and plans in place.

(Outcome-2): Accessible and quality inclusive education approaches that are already tested are implemented at household, school, and community level in two municipalities of Chitwan district. 

(Outcome-3): Evidence on inclusive education is generated, shared and implemented with partners, OPDs, government agencies and other stakeholders implementing major inclusive education program at national and local level Context.

Autism Care Chitwan Society (ACCS) is looking for the following positions. Please go through the links below for job details: 

Job Description 

Title: Senior Administration and Finance Officer 

Mission:  

Sr. Administration and Finance Officer (Sr. AFO) provides effective and efficient administrative and financial functions to the project team and partners. 

Reports To:  Project Coordinator 

Responsibilities 

Responsibility 1: Take overall responsibility for financial and administration management. 

Aim: To provide required support to project team members and maintain adequate financial control mechanism in place 

Benchmarks:  

• Timely submission of financial reports as per donor requirement   
• Accurate financial reports as per the requirement of the organization and project  
• Provide supports to project team to carry out administration and finance related functions  

Activities: 

• Implement relevant financial policies and procedures in consultation with compliance Officer / Finance Manager of HI Nepal as per the requirement.  
• Ensure the financial management and keeping financial systems in place   
• Identify financial risk and take action for mitigation  
• Report any critical issues of financial mismanagement to Project Coordinator.  

Responsibility 2: Keep financial records and track the budget  

Aim: To track the project’s expenditures and internal budget and to verify that there is evidence for all expenditures 

Benchmarks:  

• Planned versus actual expenditure is in track 
• Record of orientation session 
• Monthly budget forecast record, treasury forecast record 

Activities: 

• Conduct Orientations for project team. If needed should orient relevant stakeholders about the financial procedures of the ACCS and Project. 
• Compile monthly financial reports along with supporting documents to check the quality and accuracy.  
• Conduct budget vs. actual meeting on quarterly basis.   
• Support finance officer and ensure the financial record keeping and documentation as and when needed, receive appropriate documents, prepare monthly financial tracking reports in a format provided by donor. Support Project coordinator to develop and track budget and to maintain all record of project expenses.  
• Coordinate with logistics and finance departments of HI Nepal for payment to the external services providers. 
• Prepare monthly budget forecast and treasury forecast by coordinating with the Project Coordinator and project teams. 

Responsibility 3: Provide administrative and management support. 

Aim: To provide administrative support to project team  

Benchmarks:  

• Overall admin supports for project team are provided in timely manner  
• Right records of leaves of project staff maintained 

Activities: 

• Communicate with other projects for coordination (e.g. hiring a venue for common purpose between projects) 
• Keep an updated record of project staffs’ leave balances with close coordination with the project Coordinator and project team. 
• Assist and facilitate the project team for proper filing and documentation of all official documents for future reference. 

Responsibility 4: Maintain Compliance with organization’s policies, Government provisions and donors on receipt of final reports 

Aim: To ensure that the final monthly report follows Government, HI & Donor rules. 

Benchmarks:  

• Support to finance officer to prepare monthly financial reports 
• Track monthly progress reports  
• Compliance with Government, donor rules & regulations, Internal Financial rules and regulations and financial requirements 
• Ensure the relevant supporting documents for financial transactions received on timely basis 
• Mobilize finance officer as per the requirement of the project 
• Provide regular induction on compliance to the project team 

Activities:

• Verify adequate supporting documents are attached for any payments. 
• Ensure progress report and monthly financial reports are in line with HI rules. 
• Ensure the reports are submitted by field staff on time. 
• Conducts quarterly financial review meeting. 

Others 

Any other duty at the service of the project and the organisation, as requested by Project Coordinator. 

Qualifications and Experience: 

• Master’s degree in accounting, Finance, or related field with 3 years of experience/ bachelor’s degree in accounting, Finance, or related field with 5 years of experience. 
• Proven work experience of at least three years as an admin or finance officer in an I/NGO. 
• Proficiency in accounting software and MS Office, especially Excel. 
• Strong understanding of financial regulations and reporting standards. 
• Excellent organizational and communication skills. 
• Proven skills in financial management including budgeting, financial reporting, and grant management. 
• Knowledge of tax laws and compliance with the Income Tax Act of Nepal. 

How to apply for the services

Qualified and interested individuals are requested to apply with below mentioned documents and cover letter to the email address autismcarechitwan@gmail.com addressing to The Human Resource Department, ACCS Chitwan by December 31, 2024 before 4:00 PM.

• CV(s) of the applicant with full date of birth in dd/mm/yyyy format.
• Copies of citizenship certificate.
• An application letter mentioning expected salary.
• Applications not including all the above information will not be reviewed.

Note: Women, marginalized, people with disability (family members) and those from disadvantaged backgrounds and local are highly encouraged to apply for the position. Only short-listed candidates will be contacted. No telephone calls will be entertained, and any other direct or indirect solicitation may lead to disqualification of the candidacy.  The organization reserves the right to reject any/all applications without assigning any reason.