Finance & Administration Associate

Finance & Administration Associate, MaWRiN Project

Location: Sindhuli

Company Description

WWF Nepal, the global conservation organization leading international efforts for a living planet, seeks applications from qualified Nepali candidates for the following full-time position. If you think you are an achiever and willing to work within a diverse team in a multicultural environment with commitment and passion for what you believe in, you are highly encouraged to apply.

Our Mission:

At WWF Nepal, we firmly believe people and nature are inextricably linked. Our mission is to stop the degradation of our planet’s natural environment, and build a future Nepal in which people live in harmony with nature.

Our Vision:

From its origins as a small group of committed wildlife enthusiasts, WWF has grown into one of the world’s largest and most respected independent conservation organizations, active in over 100 countries.

Over this time, WWF’s focus has evolved from localized efforts in favor of a single species and individual habitats to an ambitious strategy to preserve biodiversity and achieve sustainable development across the globe.

WWF-Nepal envisions a prosperous Nepal, with an active and socially responsible citizenry that a greater sense of stewardship towards the environment.

Our Core Values:

We celebrate and respect diversity in nature and among the people, partners, and communities with whom we work. Across the many cultures and individuals that represent WWF, we are unified by one mission, one brand, and one common set of values:

Courage: We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
Integrity: We live the principles we call on others to meet. We act with integrity, accountability, and transparency, and we rely on facts and science to guide us and to ensure we learn and evolve.
Respect: We honor the voices and knowledge of the people and communities that we serve, and we work to secure their rights to a sustainable future.
Collaboration: We deliver impact at the scale of the challenges we face through the power of collective action and innovation.

Job Description

The Managing Watersheds for Enhanced Resilience of Communities to Climate Change in Nepal (MaWRiN) Project, located in Marin watershed in the central-east of the Churia region, was conceptually approved in November 2020 by the Global Environment Facility (GEF) for funding from the GEF-managed Least Developed Countries Fund (LDCF). To be implemented over a period of six years by WWF in close association with the Ministry of Forests and Environment (MoFE) as the national executing agency, the project will enable the government and local stakeholders to invest in protecting the Marin watershed while bolstering the longer-term resilience of local and indigenous communities against climate emergencies.

The objective of the project is “to enhance climate resilience of Indigenous people and local communities in the Marin watershed (partly/fully covering area of Marin rural municipality, Kamalamai municipality, Ghyanglekh rural municipality, and Hariharpurgadhi rural municipality) through nature-based solutions and livelihood improvement.” The project’s objective will be achieved through the following three inter-connected components:

Component 1: Enabling environment for mainstreaming climate change through development of capacity of the municipalities and other key local agencies to assess and understand climate risks and vulnerabilities, and accordingly mainstream climate change adaptation strategies and actions in local policies and plans. Also, through the establishment of a multi-stakeholder platform for dialogue and coordinated actions on climate change adaptation at the watershed level.
Component 2: Enhanced Resilience of Local Communities to Climate Change through a) community-based natural resource management such as community identification of adaptation interventions, support and demonstration of sustainable and climate-resilient agriculture and livestock practices, improved water management, strengthened management of community and leasehold forests, and b) Nature-based Solutions that reduce climate impacts and risks.
Component 3: Monitoring, evaluation and knowledge management, through tracking of project progress on a regular basis; garnering and analysis of lessons and good practices; and development and dissemination of knowledge that reinforces project results from components 1 and 2, providing sound basis for their replication, adaptation and sustainability.
A Project Management Unit (PMU) will be set up at field level. The Chief of the Soil and Watershed Management Office (SWMO), Ramechhap will serve as the Project Manager (PM). The main functions of the PMU are to (i) oversee fiduciary arrangements, (ii) ensure overall efficient management, coordination, timely implementation of the agreed project work plan/result framework including the Environment and Social Management Framework (ESMF) and related Safeguard plans, (iii) operational oversight of implementation activities, (iv) timely reporting, and for effective use of GEF/LDCF resources for the approved work plan and (v) monitoring of the project. The PMU will also serve as the secretariat to the project coordination committee and multi-stakeholder dialogue and action platform.

Under the direct supervision of the Finance & Compliance Officer (FCO), the Finance and Administration Associate will be responsible for supporting the project finance, administration including logistics support and coordination for successful implementation of project activities. S/he will be based in PMU office.

Major Duties and Responsibilities:

1. Finance and Administration Support

• Support in the documentation of bills and vouchers from sub-recipients/vendors.
• Support for reivew/approval processes, secures signatures, and distributes documents to appropriate parties.
• Support in arranging all resources for proper functioning of the project office.
• Support for providing financial and administrative support to the project including payment processing and documentation support.
• Support for day-to-day office management.
• Arrange regular field staff management committee meetings, provide logistics. Take meeting minutes and ensure needful actions of the decisions
• Support to draft service contracts, sub-grant and consulting agreements following standard templates, policies and procedures.
• Maintain records of the project-field office inventory items and equipment on regular intervals to have an up-to-date inventory status.
• Timely update the contact list of all staff.
• Maintain an accurate record of petty cash and process timely replenishment.
• Maintain and replenishment of first aid kits in office at regular intervals.
• Disburse all stationery supplies to all staff as and when required.

2.Travel, Logistics and Procurement facilitation

• Arrange vehicle and other logistic services for the travel of project staff and other key stakeholders as relevant.
• Coordinate/negotiate with vendors, transport operators, hotels, and other relevant service providers.
• Assist in the preparation and processing of payments to vendors and partners.
• Oversee office utilities, supplies, communication, maintain and requisition placement.
• Support for vendor listing, selection and contract management.
• Support to FCO in the procurement of goods & equipment required by the program for the delivery of the project.
• Support FCO on inventory management and safeguarding office property and insurance processing.
• Supports FCO in Inventory Physical Verification.

3. Financial Reporting

• Support and assist FCO to follow up in the acquisition of periodic financial reports as well as other deliverables from the partners and sub-grantees.
• Assist FCO to compile periodic financial reports of project activities implemented by the Project partners and grantees.
• Support in preparing financial reports, budgets and forecasts for submission to the WWF GEF Agency.

4. Financial Monitoring

• Support FCO to conduct financial monitoring of the sub-grantee’s financial reports
• Alert the FCO for any delay in or incomplete financial reporting or any unusual variance in financial report including overspending and reporting of unallowable expenditure, etc.

5. Human Resource (HR) Management and Documentation

• Support FCO for human resource management including compliance of HR policies and procedures in the project.
• Assist to maintain employee records, including leave records and time sheet
• Responsible for maintaining information and files pertaining to all financial and administrative aspects of the project including agreements.

6. Support in organizing meetings and workshops

• Support in organizing meetings for project.
• Prepare minutes and ensure documentation of participants in the event.
• Provide logistics assistance to the program staff responsible for organizing and holding workshops and seminars.
• Reviews and checks the related bills and passes them on to the FCO for payment.

7. Audit Preparation and follow up on Recommendation.

• Support FCO to carryout project audit ensuring auditing standards of the Government of Nepal and the GEF Agency.

8. Other Duties

• This job description covers the main tasks and conveys the spirit of the tasks that are anticipated proactively. Other tasks may be assigned as necessary related to project finance and compliance according to the project needs.

​​​​​​​Supervisory Responsibility: None

Working Relationships

Internal: Works closely with PMU staff

External: Coordinate and engage with implementing partners, governmental and non-governmental representatives, as well as consultants.

Qualifications

Knowledge: A Bachelor’s degree in Finance, Accounting, or Business Administration, with knowledge of financial accounting and administration is required. Working knowledge of accounting software will be an added advantage.

Experience: At least 2 years of relevant working experience in project implementation.

Skills and Abilities:

• This position requires organizational, multi-tasking skills necessary to coordinate complex events, travel schedules and other executive office activities.
• Knowledge of public financial management is desirable.
• Good coordination and English and Nepali language skills and should be a self-starter.
• Strong interpersonal and team-player skills are essential.
• Skilled in Microsoft Office Package.
• Sound knowledge of computerized accounting systems and financial reporting tools.

Additional Information

Interested applicants are requested to apply for the position by 17:00 hours on December 15, 2024. Only shortlisted candidates will be informed.

Please do not click on “Apply with Indeed” button once you start the application process.

All your information will be kept confidential according to EEO guidelines.

WWF is an Equal Opportunity Employer. Please join us in our mission to save life on Earth.