Job Description

Roles and Responsibilities:

Compliance with policies, rules/regulations, and guidelines

• Adhere to relevant policies, procedures, regulations, and guidelines of HELVETAS Swiss Intercooperation (Code of Conduct; NPR-Nepal; Finance Manual; Security Response Guide; Gender Equality and Social Inclusion Guide; Mobbing, Sexual Harassment & Abuse of Authority; Code of Conduct Against Corruption etc.) and other specific policies applicable for project. 
• Ensure Conflict Sensitive Programme Management at all levels.
• Ensure the Human Resource Information System is updated and functioning well. 
• Ensure compliance of all the terms and conditions agreed between HELVETAS Swiss Intercooperation Nepal and the donor.

Planning, Budgeting, Monitoring and Reporting

•  Support Team Leader in preparation of annual budget, financial report, and periodic project financial report.
• Financial forecasting, budgeting, monitoring, and supervision of the overall financial system.
• Reporting of Budget vs. Actual financial report on a monthly basis to the Team Leader.
• Consolidate and analyze various finance-related data to support planning, management and reporting.
• Ensure an effective internal control system (ICS) confirming to donor principles.
• Follow up on the audit remarks.
• Develop financial discipline within the project.
• Monitor and develop the financial capacity of the project partners.

Financial Management

• Countersign vouchers/expenses and ensure approval by the Team Leader.
• Ensure Salary/benefits, allowances, and financial advance management of all locally employed staff;
• Ensure adequate internal controls within the project as well as devise additional control mechanisms wherever needed.
• Maintain up-to-date accounts of all transactions by programme, with adherence to Financial policy, Nepal Accounting Standard (NAS) and International Accounting Standard (IAS), in a transparent manner.
• Manage Project bank accounts and countersign cheques.
• Prepare and update bank reconciliation statements monthly; and in the mid of July (end of the Ashad) too.
• Proper Management of Income Tax and Value Added Tax (VAT), including if applicable reclaiming VAT regularly.
• Proper management of payments (i.e. Suppliers, salary payment to staff, consultants and any others, as per established financial rules and regulations.
• Ensure the transparent and competitive procurement of goods and services at all times.
• Development of various financial forms as required.
• Advise procurement committee on issues of finance as requested.
• Financial closing and management of accounts.
• Prepare financial plans and periodic financial statements.
• Ensure timely recording of financial transactions and ensure quality of financial transactions.
• Ensure timely and accurate financial reporting as per the organizational and donor’s requirements.
• Conduct rigorous follow-up of advances to the partner organizations of the project. Follow up for timely receipts of financial reports and audit reports as well as other relevant documents as per the agreement with each partner organization.

Administrative and Human Resources Management

• Office management and day-to-day administration of project office.
• Liaison with the project staff to ensure that they are aware of all of the Unit’s administrative systems and procedures.
• Ensure efficient vehicle and logistics management and support.
• Preparation of consultant’s/contractor’s/intern’s agreements and contracts, following programme rules and regulations and available budget.
• Management of insurance for programme staff including cluster team, liaison with insurance companies to process claims.
• Management of logistics for seminars, workshops, and any other events as directed by the Team Leader.
• Assist the Team Leader on procurement, awarding of contracts and payment procedures and supplying the required information, s/he shall be a permanent member of the procurement committee.
• International procurement and local procurement (where tenders/quotations are required) following HELVETAS Nepal procurement procedures of goods and services.
• Effective and efficient inventory management.
• Coordinate with partner organizations Admin/Finance team to ensure a conducive workplace environment and operation of the shared premises, if any.
• Act as the HR focal person of the project and maintain HRIS of the project
• Coordinate and facilitate the recruitment process of the project.
• Ensure proper induction of new employees on organizational policies and guidelines.
• Contribute for a fair, inclusive and equitable working environment within the project.
• Assist the Team Leader in planning and implementing capacity-building activities for Project and partner staff members.
• Ensure proper documentation and confidentiality of personal records and other HR documents of project staff.
• Assist with internal and external audits, ensuring compliance with financial policies and procedures.

Others

• Other task as and when necessary and as requested by the Team Leader of the project.

Required education, experiences and competencies

Bachelor’s degree in business administration/ management or commerce with Finance/Accounting as a major subject. Minimum 3 years of work experience in similar field.

Experiences and Competencies required 

• Experience managing finance and accounting preferably in an international organization (or a professional accountancy degree)
• Experience supervision of overall financial systems, and audits with inclusive frameworks and procedures including partners
• Good understanding of national rules and regulations 
• Understanding of development programme budgeting and financial monitoring
• Good understanding of VAT/ Tax rules and regulations
• Good time management and task prioritization skills
• Commitment towards gender equality, social inclusion, and poverty reduction
•  Result-oriented maintaining deadlines
• Excellent interpersonal, and intercultural competencies and team player
• Ability to work independently with a minimum level of supervision
• Ability to work under pressure and deal with various requests
• Ability to effectively communicate and put his/her idea forward
• Showing initiative in making processes more effective and cost-efficient
• Ability to produce, understand, and analyze standard database reports; and efficiency in using communication applications
• Fluency in Nepali and English, both written and oral
• Proficiency in using office application software, especially good working knowledge of MS-Excel
   

Additional Information

Helvetas Nepal promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (Woman, Dalit, Janajati, Madhesi/Terai, and other minority communities).