Admin and Finance Officer

Job Title: Admin and Finance Officer

Duty Station: DBI Office, Kathmandu

Reports To: Program Director

Staff Reporting: Administrative Assistant, Office Assistant

Background:

Digo Bikas Institute (DBI) is a research and advocacy organization committed to promote ecological sustainability and social equity at policy and community level. Based in Kathmandu, DBI believes that Nepal (and the rest of the world) can develop meaningfully by identifying and applying alternative ways of meeting human needs without harming the nature and fellow human beings.

Vision
Digo Bikas Institute envisions an ecologically sound, socially just and prosperous society, and that it will continue to be so for future generations.

Mission
Digo Bikas Institute’s mission is to undertake research and action to stimulate informed discussion and strategic thought to advance alternative and local solutions to global problems.

Job Purpose:

This position will be overall responsible to perform the overall financial related tasks and provide support and supervision to administrative and human resources functions in the DBI Office and support area to ensure that the timely information and updates are available as required by Senior Management Team in Kathmandu and other funding partners.

Key Responsibilities:

Responsibility Area 1: Finance:

• Oversee the financial operations of Kathmandu Office and support areas to ensure timely and accurate financial reports and practices including fund management, payroll, financial disbursements, ledgers etc.
• Preparing the vouchers of all the transactions and entering them into FAMAS Accounting Package in the concerned books of account.
• Collect and produce period reports from all support areas and timely submission of monthly report along with the fund request of all projects to Senior Management Team and concerned funding parters complying with prevailing rules and regulation of Government, policies of the organization as well as funding partners.
• Verify and review of financial data, supporting documents, accounting and financial reports of the each projects and recommend and implement measure to ensure that financial reports are being generated accurately and timely for the purpose of reporting different stakeholders.
• Coordinate with the organization’s internal auditor, statutory auditor and donor auditors to conduct organization audit and project audit.
• Discuss of the findings of audit with Finance Head and Management Head in advance of finalizing audit report and incorporate audit comments.
• Release monthly/quarterly budget to all districts as per approved DIP.
• Analysis of expenses and payment to suppliers, Insurance Companies etc.
• Timely deposit of TDS, PF and CIT.
• Verify and review the transaction vouchers and supporting documents of support areas.
• Preparation of Monthly Bank Reconciliation Statement.

Responsibility Area 2: Human Resource, Administration & Logistics (Supervisory Role)

• Ensure that the office equipments and other institutional properties are well functioning and are safeguarded at all times.
• Ensure the personal files are updated with all the required documents.
• Ensure timely submission of the following reports to Senior Management Team, Funding Partners, and Support Areas
• Attendance record of all the staffs along with the leave records and other substantiating documents.
• Staff related document to update the personal files including the monthly time sheets.
• Ensure that vehicles logbooks are kept accurately and up to date.
• Ensure that the organizational properties are solely used for official purposes with proper documentation.

Responsibility Area 3: Procurement and Store Management

• Assist Admin Officer in procurement process (procure required goods/materials as per organization and funding partner’s procurement policies, procedures and standard. of the organization ensuring their quality and cost effectiveness) and ensure the proper documentation of the procurement process.
• Ensure safeguarding of assets and verify that assets are in existence and being used properly.
• Ensure that logistic, procurement and store management has been done effectively following the organizational policy.

Responsibility Area 4: Program Implementation

• Develop project budget in consultation with program team and management as per requirement.
• Support in all support areas to ensure the project implementation based on the budget plan and update its expenses periodically to the Senior Management Team/Project Coordinators.
• Ensure activities and expenditures claimed by field staffs are actual and eligible as per project documents.
• Support program team for effective, efficiency and economically budget utilization to demonstrate the result of the concerned project.

Responsibility Area 5: Monitoring, documentation, and reporting

• Regularly monitor and review the field activities in each support area to ensure that activities are in line with achieving expected outputs and booked expenses complying all requirements and policy.
• Monitor ongoing levels of expenditure on individual project outputs as budgeted and provide timely advice of likely over and under spending budget.
• Ensure systematic documentation to prepare and submit periodic (monthly, quarterly, semi-annual and annual) financial, management and progress reports to concerned line managers as per requirements.
• Share promptly if found irregularity, laps, fraud, and deviation with evidence after analyzing the finance documents.

Responsibility Area 6: Other Tasks

• Other responsibilities as assigned by Line Manager and Reporting Manager.

Qualifications and Key Competencies:

• Bachelor’s Degree in Business Administration/Business Studies with at least 2 year experience in Finance and Administration in I/NGOs.
• Good understanding of current accounting standards, control issues/procedures, government laws and regulations and financial system of INGO/NGO.
• Good communication, problem solving and teambuilding skills
• Knowledge of purchasing, store management, logistic and administrative works
• Capable of handling all types of financial logistic and administrative works. .
• Computer skills including use of spreadsheet and electronic mail.
• Knowledge of FAMAS (Accounting Software) will be an advantage.
• Willingness and commitment to stay and work in remote areas of the support areas.

Interested candidates are requested to submit their application along with expected salary to hr@digobikas.org with the Title “Admin and Finance Officer 2026” along with the following documents by 12th January 2026, before 5:00 PM NST.

DOCUMENTS TO BE SUBMITTED

• Cover letter
• CV

Only short-listed candidates will receive information for further selection process. An attempt to influence at any stage of the selection process will negate the cause of the candidate. DBI reserves the right to accept or reject all or any of the application.

Tagged as: Kathmandu