Finance and Operations Coordinator

Finance and Operations Coordinator – USAID Integrated Nutrition

Location: Madhesh, Lumbini, Karnali, Sudurpashchim Province
Background:

USAID Integrated Nutrition’s primary goal is to improve the nutrition status of women, adolescents, and children in Nepal’s underserved and marginalized communities. The activity will tackle direct and underlying determinants of malnutrition in Nepal while strengthening the national and local enabling environment to implement multisectoral nutrition programs through four synergistic intermediate results. Achievement of the purpose will be measured by improvements in indicators of nutrition status among women of reproductive age, adolescents, and children.

Functional Relationships:

The Coordinator, Finance and Operation will be a key financial management member of the Helen Keller Intl. USAID Integrated Nutrition at Province Office and will be responsible for efficient implementation of program objectives and activities by ensuring sound management and optimal performance in all areas of financial and operations in compliance with Helen Keller Intl and donor policies. S/he will work in close coordination with the Manager – Partnership and Compliance, Province Lead and program and Technical Lead team, and other colleagues at Helen Keller’s Nepal Country to ensure achievement of all financial control and performance objectives in accordance with the Helen Keller Intl. USAID Integrated Nutrition program objectives.

This position is responsible for day to day financial and administration management as well as logistic support to Province Lead, Partnership and Compliance Manager and other Office Team members to run the smooth operations of financial and administrative process of respective province office. S/he is responsible for ensuring Helen Keller Intl’s best practices are upheld, including adherence to the code of conduct, policies and procedures, and financial accountability.

As gender and social inclusion (GESI) is a cross-cutting and core component for HKI programs, all personnel are required to ensure GESI sensitivity and integration where they work.

Helen Keller Intl has a matrixed reporting structure that respects both the line management and authority within country office hierarchies; and the accountability and oversight duties of colleagues at the regional and headquarters level (especially for multi-country grants). This requires regular communication among colleagues and an ongoing effort to clarify who is responsible and/or accountable for outcomes and who must be consulted and/or informed along the way.

Overall Responsibilities:

The position is responsible for ensuring HKI’s best practices are upheld, including adherence to the code of conduct, policies and procedures, financial accountability and making sure official matters are kept confidential.

Specific Roles and Responsibilities:

• Accounting for all financial incoming and outgoing financial transactions at the Helen Keller Nepal USAID Integrated Nutrition Province Office and management and channeling of funds through partners.
• Forecast (liquidation plan) and request cash transfers from Kathmandu to ensure adequate supply of funds in the Province-office. Participate in establishing procedures and forms for requests and the issue of funds for program needs.
• Assist Partnership and Compliance Manager in managing the multiple partner NGOs which includes:
• Review of PNGOs system and train/coach them for the improving their financial management
  and capacity building.
• Review and finalize Multiple partner NGOs monthly financial reports submitted for
  reimbursement.
• Maintain a petty cash account for small, daily transactions or manage a petty cash account through a petty cash holder as approved. Strictly follow the issuance of project travel and advances as well as recuperation of advances and miscellaneous dues settlement within the prescribed time according to Helen Keller Nepal policy.
• Produce Monthly Financial Reports according to established procedures and submit a soft copy and hard copy within given dates of every month. Produce segregated finance records on the request of the
• Program Staffs or Kathmandu office; such as expenses for specific sectors, locations, or grants as needed.
• Any doubtful or suspect transactions (by staff or partner organizations) should be communicated.
• Maintain an external backup of the financial data on a regular basis, at least weekly.
• Responsible for procurement, assets management and logistic support.
• Ensure compliance of local laws and donor requirements of Province Offices and partners of the respective province/district.
• Ensure the VAT invoices received from venders and partner organization are reviewed and forwarded to Kathmandu Office for further processing to IRD for VAT refund.
• Timely collection and payment of bills/invoices and settlement of advance, liabilities, and receivables. Unless there are lacking supporting documents or ambiguities in policy, the payment shall be processed within 3 working days.
• Establish and maintain the filing system in Province Office.
• Familiar on Local/National Laws and regulations of the Government of Nepal.
• Familiar with organizations policies, orient to sub office/NGO staff and ensure the policies are followed at all levels.
• Ensure the project financial documents are kept safe and secure (province office and Partner Organization)
• Manage and respond to ALL audit activities.
• Assist Manager Partnership and Compliance, Province Team in project and subaward closeout procedure.
• Supervises and conduct the C2C for Support Staff, Office Driver and Security Guards.
• Conduct Administrative process (leave, time sheet, safety & security) to meet the objective of program activities in sub office.

Qualifications and Competencies:

Educational Degree:

•  Bachelor’s degree from valid college/university, equivalent in Business studies or other relevant field, or equivalent combination of education and experience.

Experiences years:

•  Professional experience of at least four (4) years with at least three (3) years in similar management position, preferably in an international NGO plus;
• Demonstrated experience with INGO reporting, financial management, procurement, and project management including demonstrated ability to develop and monitor budgets, and collaboratively manage operational activities of complex programs including sub-grant management.
• Experience in dealing with a diverse group of stakeholders representing government, civil society, international organizations, local government units, community and political leaders, and others.
• Excellent interpersonal skills, including the ability to exercise diplomacy and tact as demonstrated in previous roles that required communication with a broad and diverse set of partners.
• Excellent capacity building, team building/management, and coordination skills. An ability to delegate responsibilities effectively and coach and mentor junior staff.
•  Excellent oral and written English language skills, including the ability to clearly communicate complex financial, compliance and operational issues into layperson language.
•  Fluency in Nepali.
•  Excellent analytical and self-motivation skills; excellent advocacy and persuasion skills; able to think critically.
•  An ability to work in challenging and changing environments, and to see through challenges to find solutions.
•  An ability to maintain balance when under stress.
•  Highly computer literate with proficiency with software (QuickBooks/ accounting software, FAMAS) relevant to the job and proficient with automated and integrated accounting packages,
•  Demonstrable respect for all persons regardless of religion, ethnicity, class, or gender, with a high comfort level working in a diverse environment with a demonstrated commitment to high professional ethical standards.

In the spirit of our founder and namesake, Helen Keller is dedicated to building an inclusive workforce where diversity is fully valued.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, caste, age, disability, or any other status that has no bearing on the ability of an individual to perform the functions of the job. The deadline for the submission is until December 10, 2024.