Admin, Finance and Documentation Officer

Position: Admin, Finance and Documentation Officer
Organization: Debate Network Nepal (DNN)
Duty Station: Kathmandu, Nepal
Reports To: National Program Coordinator
Contract Duration: Until 31 December 2028, with an initial three-month probation period
Employment Type: Full-time
Salary: NRs. 45,000/- (Negotiable)

1. Background

Debate Network Nepal (DNN) is a youth-led organization established in 2013 that works to strengthen critical thinking, public speaking, democratic dialogue, and meaningful youth participation in Nepal. Through debate education, training, advocacy, community engagement, and creative learning approaches, DNN supports young people to become informed, confident, and active contributors to society.

DNN has engaged more than 12,000 young people across Nepal through debate, facilitation, youth leadership, civic engagement, and learning initiatives. The organization works with youth networks, educational institutions, civil-society organizations, local governments, and other stakeholders to create inclusive spaces for dialogue, learning, advocacy, and youth-led action.

DNN is a key implementing partner in the Reclaiming Advocacy through Narratives, Debates, Grassroots Theatre and Arts (RANGA) Project, implemented in consortium with Mandala Theatre Nepal and Campaign for Change. The RANGA Project promotes youth engagement through culture and creativity, using theatre, debate, storytelling, and digital media to empower young people as creators, advocates, and active citizens.

The project integrates gender equality, social inclusion, and the “leave no one behind” principle. It particularly seeks to engage marginalized young people, including Dalit and Indigenous communities, persons with disabilities, gender-diverse individuals, and LGBTIQ+ communities, including intersex persons.

2. Purpose of the Position

The Admin, Finance and Documentation Officer will provide administrative, financial, documentation, and operational support for Debate Network Nepal’s programs, projects, and organizational activities. The position will ensure effective, compliant, timely, and well-documented implementation of DNN activities in accordance with approved work plans, budgets, organizational policies, and donor requirements.

While the RANGA Project will be a primary assignment, the Officer will also support DNN’s other ongoing and future programs, including debate education, youth engagement, trainings, events, advocacy initiatives, partnerships, and organizational operations.

The position will work closely with the National Program Coordinator, Managing Director, program team, Provincial Coordinators, consultants, and consortium partners. The Officer will support financial management, procurement, documentation systems, communication and visibility documentation, monitoring and evaluation, and technical and financial reporting across DNN’s work.

3. Key Responsibilities

The Admin, Finance and Documentation Officer will support the RANGA Project as a primary assignment and will also provide administrative, financial, and documentation support to other DNN programs and organizational activities, as assigned by DNN management.

3.1 Financial Management

• Maintain accurate and up-to-date financial records for RANGA and other DNN projects, programs, and organizational expenditures.
• Prepare payment vouchers, maintain ledger entries, coordinate bank reconciliations, and ensure timely processing of payments.
• Track budget utilization and provide regular financial updates to the National Program Coordinator, Managing Director, and relevant project teams.
• Ensure expenditures comply with approved budget lines, DNN financial procedures, donor regulations, and applicable legal requirements.
• Support the preparation of project-wise and organizational financial summaries for interim, annual, and final reporting.
• Maintain organized physical and digital filing systems for financial documentation.
• Support internal and external audits, financial reviews, and donor verification processes.
• Assist in preparing budget forecasts, budget revisions, and financial inputs for proposals and new project planning, as assigned.

3.2 Administrative and Operational Support

• Provide administrative and logistical support for DNN workshops, debates, trainings, theatre events, fellowships, meetings, advocacy activities, and organizational events.
• Support procurement processes in line with DNN policies, donor requirements, and applicable procedures.
• Prepare and maintain contracts, consultancy agreements, partnership documents, letters, meeting minutes, and administrative correspondence.
• Maintain DNN’s asset register, inventory records, and related documentation.
• Support travel arrangements, travel advances, reimbursements, and settlement documentation for staff, consultants, participants, and provincial activities.
• Coordinate administrative communication within the Kathmandu office and with Provincial Coordinators, consultants, and partners.
• Support office operations, record keeping, filing, and other administrative systems necessary for smooth organizational functioning.

3.3 Documentation, Communication, and Reporting Support

• Maintain systematic documentation of DNN program and project activities, including attendance sheets, reports, photographs, case studies, participant outputs, and event materials.
• Support the compilation, formatting, review, and submission of narrative, technical, and progress reports for RANGA and other DNN projects.
• Coordinate with Provincial Coordinators and program teams to collect, verify, and organize timely reporting inputs.
• Support communication and visibility work by organizing approved photographs, stories, testimonials, videos, event information, and other materials for newsletters, social media, websites, reports, and donor visibility products.
• Ensure secure, accessible, and properly organized physical and digital archives, in accordance with DNN policies and donor requirements.
• Support the preparation of organizational profiles, presentations, program summaries, and documentation needed for external communication, partnerships, and proposal development.

3.4 Monitoring, Evaluation, Accountability, and Learning Support

• Support data collection for project indicators, participant records, and beneficiary tracking across DNN programs.
• Maintain updated beneficiary databases with required disaggregation, including gender, age, inclusion categories, location, and project-specific indicators.
• Assist in compiling monitoring reports, participant feedback, learning documentation, and evidence of outcomes.
• Support periodic program reviews, reflection meetings, monitoring visits, and learning processes by providing relevant documentation and data.
• Contribute to evidence-based documentation of DNN’s program results, learning, and impact.

3.5 Compliance and Safeguarding Support

• Support compliance with DNN policies, donor regulations, procurement procedures, financial controls, safeguarding standards, Prevention of Sexual Exploitation and Abuse (PSEA) principles, and data-protection requirements.
• Ensure secure handling and confidential storage of financial, participant, personnel, and safeguarding-sensitive documents.
• Flag documentation, financial, procedural, or compliance gaps to the National Program Coordinator or Managing Director in a timely manner.
• Promote transparency, accountability, non-discrimination, and ethical conduct in all administrative and financial processes.

4. Deliverables

• Monthly financial tracking, expenditure updates, and complete supporting documentation for RANGA and assigned DNN activities.
• Updated administrative, financial, contractual, asset, and procurement files.
• Consolidated activity documentation and reporting inputs from Kathmandu and provincial programs.
• Updated participant, beneficiary, and monitoring-and-evaluation tracking databases.
• Timely support to interim, annual, and final technical and financial reports for DNN projects.
• Organized communication and visibility documentation, including approved stories, photographs, testimonials, and event materials.
• Support for audits, donor compliance checks, proposal budgets, organizational documentation, and other tasks assigned by DNN management.

5. Duration and Contract Conditions

• The contract will be valid until 31 December 2028, subject to satisfactory performance, organizational need, project continuity, and availability of funding.
• The position will have an initial three-month probation period. Continuation beyond probation will be subject to a performance review.
• This is a full-time position based in Kathmandu.
• Occasional travel within Nepal may be required for DNN programs, project activities, monitoring visits, partner coordination, or organizational events.

6. Reporting and Supervision

• The Admin, Finance and Documentation Officer will report directly to the National Program Coordinator and will work closely with:
• Managing Director and DNN’s Kathmandu-based program and operations team.
• Provincial Coordinators and facilitators for financial documentation, activity reporting, and data consolidation.
• Consortium partners, including Mandala Theatre Nepal and Campaign for Change, for RANGA-related coordination and reporting.
• Consultants, vendors, service providers, and relevant stakeholders, as required for administrative and program operations.

7. Required Qualifications and Experience

Education

• Bachelor’s degree in Management, Finance, Accounting, Business Administration, Development Studies, or a related field.

Experience

• Minimum of two year of relevant experience in administration, finance, procurement, logistics, documentation, accounting, or operations support in an NGO, INGO, development project, donor-funded project, or similar organization.
• Demonstrated experience managing procurement and logistics for trainings, workshops, events, field activities, travel, and office operations.
• Experience handling financial documentation, including payment vouchers, bills, invoices, quotations, comparative statements, advance settlements, and supporting documentation for audits.
• Practical familiarity with taxation related to goods, services, consultancy payments, rent, staff salary, and other human-resource-related payments in Nepal.
• Experience supporting compliance with organizational policies, donor requirements, procurement procedures, and financial controls.
• Experience with multi-partner, multi-province, or consortium projects will be an advantage.

Skills and Competencies

• Demonstrated practical experience in procurement and logistics management within the development, NGO, INGO, donor-funded project, or social-sector context.
• Sound knowledge of procurement processes, including collecting quotations, preparing comparative analyses, supporting vendor selection, preparing purchase orders, maintaining procurement files, and ensuring compliance with organizational and donor procedures.
• Experience coordinating logistics for trainings, workshops, events, field visits, meetings, travel, accommodation, transport, venue arrangements, participant reimbursements, and material distribution.
• Working knowledge of Nepal’s taxation requirements relevant to organizational and project operations, including VAT, Tax Deducted at Source (TDS), withholding tax, and applicable tax deductions for goods, services, consultancy fees, rent, transport, and other operational expenses.
• Practical experience calculating, deducting, depositing, and maintaining documentation for taxes applicable to procurement of goods and services.
• Familiarity with human-resource-related taxation, including salary tax, TDS on staff and consultant payments, CIT, provident fund contributions where applicable, and related payroll documentation.
• Ability to prepare or support the preparation of tax records, payment vouchers, invoices, bills, PAN/VAT verification documents, tax clearance-related documents, and supporting files for audits.
• Knowledge of financial documentation procedures, including payment vouchers, advance settlements, bank reconciliations, cashbook and ledger maintenance, expense verification, and financial filing.
• Ability to ensure that expenditures comply with approved budgets, procurement thresholds, donor requirements, DNN financial policies, and relevant laws of Nepal.
• Experience maintaining asset registers, inventory records, stock records, handover forms, and documentation for purchased goods and equipment.
• Strong proficiency in Microsoft Excel, including preparing budget trackers, expenditure reports, procurement comparison sheets, payment calculations, tax deductions, and financial summaries.

8. How to Apply

Interested and qualified candidates should submit the following documents:

• A cover letter explaining their interest in the position and relevant experience.
• An updated CV, including contact details for at least two professional references.
• Copies of relevant academic certificates and citizenship/identity document.

Please send your application by email to debate.dnn@gmail.com with the subject line: Application for Admin, Finance and Documentation Officer

Application Deadline: 05 September 2026

Only shortlisted candidates will be contacted for the next stage of the selection process.

DNN encourages applications from women, Dalit and Indigenous communities, persons with disabilities, gender-diverse persons, LGBTIQ+ individuals, and other marginalized groups.

9. Ethical Standards

The position holder must adhere to:

• DNN’s Code of Conduct.
• Anti-discrimination, equity, and inclusion principles.
• Prevention of Sexual Exploitation and Abuse (PSEA) principles.
• Safeguarding and confidentiality requirements.
• Transparency, accountability, and ethical financial-management standards.

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