Finance and Administrative Officer

Enhanced Skills for Sustainable and Rewarding Employment (ENSSURE), a bilateral initiative of the Governments of Nepal and Switzerland, supports Nepalese youths, women, and men in gaining social and economic benefits from a federalized TVET system. Ultimately, the project has been supporting three spheres of government to deliver TVET functions as per their constitutional mandate. The project is being implemented by the Council for Technical Education and Vocational Training (CTEVT) at the federal level, by the Ministry of Social Development at the provincial level, and by municipalities within these provinces at the local level, with technical support from Helvetas Nepal. Building on the experience of its phase one, the project has been supporting the governments to scale up and institutionalize work-based learning, which includes Dual VET- Apprenticeship, Training with OJT, and Workers’ Further Training. Besides, the project has been providing career guidance to youths, and students in grades nine and ten.

Helvetas Nepal invites applications from committed and experienced Nepali citizens for the following position:

Job Title: Finance and Administrative Officer

Project: ENSSURE/Helvetas Nepal

Location: Lumbini Province, Dang (with 30% time in field visits in the assigned province area)

Line Manager: Province Manager

Matrix coordination: Finance Manager and Operations Manager at PSU Bhaktapur

Job purpose:

The Finance and Administrative Officer (FAO) ensures proper implementation of the financial management system of the province office as per related policy manuals. Procurement and logistics management of the provincial office. Support the province manager in human resource management of the province. Provide the backstopping support to provinces and local governments in training procurement and fiduciary risk management.

A. Duties and Responsibilities

1. Implementation of Policies, Guidelines, and Manuals

• Adhere relevant policies, rules, regulations, and guidelines of HELVETAS Swiss Intercooperation Nepal (Personnel, Financial, Administrative policies, Security Response Guide, Gender Equality and Social Inclusion Guide, Sexual Harassment & Mobbing
• Policy, Code of Conduct Against Corruption, Conflict Sensitive Programme Management, Basic Operating Guideline etc.

2. Financial Management

• Implement the accounting system for the respective province office according to the rules and regulations of HELVETAS Swiss Intercooperation Nepal in close collaboration with the Finance Manager of the project.
• Assist in preparing yearly budget, periodic financial statements, review, analysis, and budget monitoring of the respective province.
• Support to Provincial and Local governments for Public Financial Management and expenditure activities and their track records.
• Support to the partner organizations/ associations to implement the programmes in terms of accounting and bookkeeping.
• Assist in the capacity building of government counterparts and leading partner companies in developing their capacity in accounting and financial management.
• Prepare salary sheets and salary payments to staff and deposit SSF at the concerned office.
• Operate the bank accounts of the respective province office and supervise the management of the petty cash of the respective province office.
• Review the financial statements of partner organizations, provide feedback and fund release according to the clauses mentioned in the agreements.
• Prepare various budget and contract agreements for partner organizations, consultants, vendors, suppliers as and when required.
• Prepare vouchers, entry into accounting software and generate periodic financial statements.
• Prepare payments to partner organizations, various suppliers/vendors/service providers, consultants and beneficiaries according to the agreements.
• Ensure timely bank deposits, prepare bank cheques/transfer etc.
• Prepare monthly bank reconciliation statements of province’s bank accounts.
• Financial closing and management of accounts of the province.
• Ensure timely and proper records of all financial transactions.
• Settlement of various claims made by project staff e.g. travel expenses, children education allowance and other expenses according to HELVETAS Swiss Intercooperation Nepal rules and regulations.
• Monthly TDS submission at IRD, salary income tax calculation etc. according to the GoN rules.
• Prepare the financial reports to be submitted to Federal as per the project requirements.
• Support to external audits.

3. General Administration

• Ensure the effective and efficient administration support in the province office according to the rules and regulations of HELVETAS Swiss Intercooperation Nepal.
• Ensure a smooth operation of the province office of the project under guidance of the Operations Manager.
• Ensure the smooth day-to-day administrative management of the province office;
• Various insurance of office staff, and office assets;
• Check and maintain leave forms, time sheets, medical expenses claim process etc;
• Develop an organized filing system on administrative and financial matters;
• Vehicle movement management, log book check, vehicle repair/maintenance;
• Venue and logistics arrangement for training/ meeting/ workshop etc;
• Support field office for effective functioning administratively;
• Guide and supervise support staff and support.

4. Procurement and Inventory

• Assist in procurement of office vehicles, office equipment and consumable items as required according to the procurement policies of HELVETAS Swiss Intercooperation Nepal for the project;
• Collect the quotations, prepare cost comparison charts, verify program venue/hotel, collect invoices and follow required procedures for procurement.
• Maintain inventory of all purchased office equipment, periodic update and verification and prepare a yearly inventory of office items.
• Back-stopping support to PGs and LGs on planning and implementation of Procurement activities.

5. Support to Partner Organizations

• Support partner organizations in understanding the accounting and financial reporting system as required for the project;
• Review the financial statements of partner organizations, provide feedback and fund release according to the clauses mentioned in the agreement;
• Make field visits to partner organization as required to gain insight into their administration and accounting system and provide feedback, guidelines and coaching;
• Identify and inform Finance and Administrative Manager immediately of irregularities or delays in the accounting and financial reporting of partner organizations.

6. Human Resource Management

• Assist in recruitment and selection process for the project staff and also facilitate in other human resource management sector.
• Compile track records of staff, performance evaluation, and other HR data issues.

7. Other specific responsibilities as assigned

• Other task as and when necessary and as directed by the supervisor.

B. Required Education, Experience, Skills and Competencies

Minimum Education Attainment: Minimum of a Bachelor’s degree in Business Administration/ Management, Commerce.

Minimum Professional Experience: Minimum 3 years of financial management work experience in a similar role. Prior experience in public finance mechanisms and management will be an added advantage

C. Minimum Professional and Social Competencies

• Experience managing finance and accounting, preferably in I/NGO and Government mechanisms.
• Good understanding of the generally accepted accounting principles and national accounting standards
• Good understanding of VAT/ Tax rules and regulations
• Good time management and task prioritization skills
• Commitment towards gender equality, social inclusion, and poverty reduction
• Result-oriented personality/ meeting deadlines
• Excellent interpersonal, intercultural competencies and team player
• Fluency in Nepali and English, both written and oral
• Ability to work under pressure and deal with multiple requests
• Proficiency in using office application software, especially good working knowledge of MS-Excel
• Energetic and having passion for rehabilitation activities

Additional Information

Any telephone enquiries/and or attempts to apply undue influence will result disqualification of candidates. Only short-listed candidates will be contacted for the selection process. Helvetas Nepal reserves the right to reject any or all applications without assigning any reasons.

Helvetas Nepal promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (women, Dalit, Janajati, Madhesi/Terai, and other minority communities).

Application Deadline: August 31, 2025

Tagged as: Dang