Admin and Finance Associate

Position: Admin and Finance Associate [Junior to Mid]
Number: 1
Duration: 12 Months [Possibility of Extension]
Duty Station: Kupondole, Lalitpur
Application Deadline: 21st November 2025

Job Summary:

The Admin & Finance Associate will be responsible for providing administrative, financial, and logistical support to ensure effective and efficient project implementation. The role includes managing day-to-day financial transactions, maintaining accurate accounting records, supporting budgeting and reporting processes, and assisting in procurement and logistics. The Associate will also support office administration, documentation, and compliance with organizational and donor policies. The position requires a motivated and proactive learning professional with strong financial management skills, the ability to multitask, and experience in supporting field and project operations within a dynamic team environment.

Key responsibility:

1. Financial Management and Accounting

• Maintain accurate records of overall program expenditures in accordance with the direction of the Program Unit.
• Ensure all financial transactions, payments, and procurements are carried out in line with organizational policies and government regulations.
• Prepare and submit financial and administrative reports to the Program Coordinator and/or donors, ensuring compliance with accounting principles, proper voucher entry, and production of required financial statements.
• Facilitate and assist in internal and external audits, ensuring timely availability of financial documents and responses to audit queries.
• Develop, maintain, and ensure accurate recording of income, goods, equipment, and materials into the appropriate ledgers.
• Calculate, deduct, and deposit applicable taxes (TDS) on time to the concerned authorities and maintain the E-TDS system.
• Maintain proper filing and documentation of all financial and administrative records for transparency and audit readiness.
• Facilitate the release and settlement of advances to program staff implementing activities at district and Palika levels.
• Receive, verify, and ensure supporting documents are submitted by program staff while settling advances.
• Check and verify attendance sheets, payment records, and supporting documents required for financial settlements.
• Prepare and submit qualitative and quantitative financial reports periodically.

2. Administration and Coordination

• Maintain effective office operations, including logistics, procurement, inventory management, and a smooth working environment.
• Coordinate regularly with the Admin & Finance Coordinator, Operations Coordinator, and Program Unit, ensuring alignment of financial, administrative, and operational activities.
• Coordinate with the Social Welfare Council (SWC) and ensure compliance with their reporting and documentation requirements.
• Support in the organization of workshops, meetings, and field events, ensuring efficient logistical and administrative arrangements.
• Support the team in collecting project progress, challenges, and opportunities, and report them to partner organizations.

3. Capacity Building and Team Support

• Provide orientation to new project staff on financial norms, administrative procedures, and organizational policies.
• Promote a reflective learning environment within the project team, ensuring strong teamwork, accountability, and knowledge sharing.
• Perform any other duties as assigned by the Line Manager or Board, in line with organizational goals and project requirements.

Qualification & Required Skills

• At least Bachelor’s degree in Business Studies (BBS), BBA from a recognized university with 2-3 years’ experience in DRRM projects or in relevant area. Or Master’s Degree Running from recognized university with at least 1year experience.
• Understanding of DRRM, Climate Change, Child and women’s rights and gender justice, advanced understanding of the development and NGO sector.
• Experience in reporting to donors in an NGO ecosystem.
• Experience of working with coalitions and networks.
• Excellent Finance report writing, data management, documentation and presentation.
• Excellent computer skills including Word, Excel and Power-point and accounting software Tally , etc.
• Experience of working closely with government health sector and priority programs.
• Possessed effective skills to facilitate trainings, seminars and various orientation activities.
• Good spoken and written English and Nepali languages.
• Experience of office management, staff management, basic finance management and procurement management
• Self- motivated and capable of managing work independently
• Multi-tasking and ability to organize several tasks to meet deadlines
• Good understanding of the laws of Nepal related to tax, insurance, etc.
• Works collaboratively with colleagues to achieve organizational goals. Able to handle pressure with limited supervision.
• Presentation skills and proficiency in MS Word, Excel, Power-Point

Package

1. The remuneration will be made as per the organization policy.

Reporting

The AFA will have to provide updates on a regular basis to the Admin and Finance Coordinator, Operation Coordinator and Executive Director about the progress, issues, and ongoing tasks.

Tagged as: Lalitpur