Website The Leprosy Mission Nepal (TLMN)
Administrative & Finance Officer
Job Description
Position Overview:
The Administration and Finance Officer will be pivotal in ensuring the effective implementation of financial management systems and administrative procedures within the SPROUTS Nepal project. This role involves overseeing financial operations, implementing internal controls, managing cash flow to Self-Help Groups (SHGs), firms, and staff of working municipalities, as well as ensuring timely and accurate reporting to donors as per their requirements and standards.
Key tasks and responsibilities:
Financial Management (40%)
- Develop budgets for proposals and grants and prepare monthly financial reports.
- Manage project cash flow effectively, forecasting funding needs and ensuring sufficient liquidity for project activities and payments to SHGs and company or firms
- Facilitate payments to SHGs for project activities, ensuring accuracy and compliance with project budgets and contractual agreements
- Coordinate with project staff of working municipalities to disburse funds for project- related expenditures, ensuring transparency and accountability in financial transactions
- Maintain and update the general and project accounting records and files.
- Review billings/statements/invoices, advance request and advance liquidation documents, and prepare regular reports.
- Undertake accounting functions including payment vouchers, checks, deposits, wire transfers, bank reconciliations and relevant data entry.
- Accurately record financial transactions into accounting software and ensure appropriate supporting documentation is maintained.
- Coordinate with the Country office on finance related communication.
- Monitor cash flow and disbursements to SHGs, company firms, and project staff, ensuring timely and accurate payments while maintaining adequate liquidity.
- Conduct regular financial assessments and risk analyses to identify potential issues or discrepancies, implementing corrective measures as necessary to mitigate financial risks.
- Coordinate with project stakeholders to streamline financial processes and address concerns or queries promptly.
Administrative Support (25%)
- Provide administrative support to project activities, including procurement, logistics, and coordination with external stakeholders, in alignment with project objectives and timelines.
- Oversee timely procurement of goods and services, and manage vendor contracts.
- Conduct annual inventory of office equipment.
- Maintain project documentation, including contracts, agreements, and correspondence, ensuring accurate record-keeping and compliance with organizational and donor requirements.
- Facilitate and support to organize the project meetings, workshops, and events, including logistical arrangements and documentation, to support effective project implementation and stakeholder engagement.
- Liaise with government agencies, local authorities, and partner organizations as necessary, fostering strong collaborative relationships and ensuring smooth coordination of project activities.
- Maintain accurate and confidential records of employee information. This may include staff plans, attendance records, holidays, sickness, other absences, training records, insurance, taxes, and other benefits
Internal Controls and Compliance (25%)
- Implement and maintain robust internal control mechanisms to prevent fraud, misappropriation, or misuse of project funds, adhering to organizational policies and donor requirements.
- Conduct the periodic reviews of financial transactions and documentation, ensuring adherence to established procedures and identifying areas for improvement.
- Provide guidance and support to project staff on compliance with donor regulations, financial reporting requirements, and documentation standards.
- Collaborate with project management team to facilitate to address any audit findings or recommendations in a timely manner.
- Manage project cash flow effectively, forecasting funding needs and ensuring sufficient liquidity for project activities and payments to SHGs and company or firms.
- Monitor receivables and payables, reconciling accounts regularly and resolving any discrepancies or outstanding balances with project vendors.
- Develop and oversee rules, guidelines and procedures for the safety and security of staff and assets
- Develop comprehensive financial management systems and procedures, including internal controls, to safeguard project assets and ensure compliance with donor regulations
Reporting (10%) - Prepare accurate and timely financial reports, including budget vs. actual analysis, expense reports, and cash forecasts, for submission to Country office, TLMA and TLMI.
- Compile financial reports on project activities, achievements, and challenges, ensuring compliance with reporting requirements and highlighting key outcomes.
- Support project management in preparing donor reports, presentations, and other communication materials, providing financial insights and analysis as needed.
- Support the external auditors during audits, providing necessary documentation and explanations to ensure audit readiness and compliance.
- Any other job as assigned by the reporting manager.
Job Specification
- Bachelor degree in Accounting, Finance, Business Administration or other related fields. 3-5 years of experience in accounting and relevant INGO grants management experience working under donor-funded programs, especially working DFAT is highly preferable.
- Proficiency in financial software applications (e.g., Tally) and Microsoft Office suite, with advanced Excel skills for financial analysis and reporting.
- Good knowledge of tax rules and regulations in Nepal, and ability to analyze and interpret governmental and organizational rules and regulations.
- Good communication skills and fluency in spoken and written English and Nepali. Demonstrated track record of delivering high quality reports on time.
- Capacity to manage multiple tasks simultaneously and high level of attention to details in all aspects of work responsibilities.
Strong people-centered skills and proactive approach. - Demonstrated commitment to gender equity, diversity, and inclusion; familiarity with GESI-responsive budgeting is a plus.
- Two-wheeler driving license is required.
Application ends July 07, 2024