Finance and Sub-grant Coordinator

Finance and Sub-grant Coordinator

Location: Kathmandu

Ipas works globally with the vision that every woman and girl has the right and ability to determine her own sexuality and reproductive health. Our programs utilize a multifaceted approach that addresses reproductive health services, access to services, and the fulfillment of reproductive rights. As part of the broader reproductive justice movement, Ipas is dedicated to ensuring that abortion and contraceptive care are recognized as essential health services, accessible to all.
Ipas Nepal’s program interventions prioritize intersectional partnerships that integrate broader gender equality and social justice initiatives, including the prevention and response to gender-based violence and women-led climate justice efforts.

The Finance and Sub-grant Coordinator will provide essential technical support to the Finance Unit. This role includes responsibility for sub-grant management, monitoring organizational expenditures, and updating expenses within the financial software. The Coordinator is expected to independently resolve work issues and manage problems in line with established practices. The position reports directly to the Finance Manager.

Key Responsibilities:

1. Strengthening Financial Management Systems:

• Maintain accurate financial transaction records in Ipas ERP system (Workday).
• Manage financial vouchers, maintain backups, and ensure the safe storage of checkbooks and banking documents.
• Collaborate closely with the operation and program team on annual budget preparation, monthly financial reports, and project donor reporting.
• Prepare monthly bank reconciliation statements and ensure account balance reconciliations.
• Assist in preparing salary sheets, managing salary deposits, calculating taxes, and ensuring timely payment of organizational and staff tax liabilities.
• Support the efficient operation of Ipas Nepal’s financial team and contribute to strengthening internal controls and financial management systems.

2. Sub-grant Agreement and Budget Planning:

• Prepare sub-award budgets and support in preparation of agreements in compliance with organizational policies.
• Assist in contract amendments for partner organizations, as needed.
• Collaborate with partner organizations’ finance teams on project financial reporting.
• Build the capacity of partner organizations’ financial systems through regular monitoring and orientation.

3. Monitoring and Reporting:

• Ensure the accuracy and alignment of partner organizations’ budgets and expenditures.
• Conduct due diligence assessments and periodic monitoring visits to Ipas Nepal partners.
• Prepare donor reports in line with donor requirements.
• Be willing to travel to the field, spending approximately 30% of time in the field.

4. Compliance:

• Ensure timely deposit of taxes and staff retirement funds.
• Ensure that payments and financial dealings comply with donor regulations.
• Support the coordination and management of internal and statutory audits.

5. Prevention of Sexual Exploitation and Abuse (PSEA):

• Comply with the PSEA policy and foster a safe working environment where all team members are treated equally and with respect.
• Ensure Ipas representatives (including consultants, interns, contractors, and sub-awardees) understand and adhere to the PSEA
• policy in their work with Ipas and its partners.

6. Organizational Policies and Ethics:

• Adhere to Ipas’s policies, including HR, procurement, travel, and finance policies.
• Commit to the Ipas Code of Business Ethics and Safeguarding Policy.
• Ensure proper documentation of decisions, reports, and official documents, maintaining records in hard copies and on digital platforms as appropriate.
• Uphold Ipas’s core values: driven, principled, bold, and interdependent.

Qualifications and Skills:

• CA or ACCA qualification, or a Master’s degree in Business Administration, Business Studies, or Management with a specialization in finance or accounting and at least 3 years of relevant experience (or a Bachelor’s degree with 5 years of experience).
• Proven experience in finance, administration, and auditing.
• Experience in auditing and managing sub-awards (partner NGOs) is preferred.
• Strong knowledge of accounting principles, procedures, and taxation.
• Proficiency in various computer applications, including MS Word, Excel, and accounting software (ERP systems).
• Detail-oriented, well-organized, and capable of meeting deadlines.
• Ability to thrive in a cross-cultural, team-oriented, and global environment.
• Adaptability to challenging work environments.
• Excellent written and verbal communication skills in both English and Nepali.
• Passion for Ipas’s mission, along with high levels of integrity, honesty, and trustworthiness.
• Qualified women candidates and candidates particularly from disadvantaged and socially excluded/marginalized groups are strongly encouraged to apply.

Application Submission Deadline: 20 October 2024

Only short-listed candidates will be contacted for further selection process. Telephone inquiries will not be entertained. Canvassing at any stage of the recruitment process shall lead to automatic disqualification and Ipas Nepal reserves the right to the final candidate selection.

Commitment to diversity and social inclusion

Ipas Nepal is committed to a diverse and inclusive workforce, and we want to achieve this by aligning diversity and inclusion through affirmative actions in our recruitment and selection process. To initiate this positive action, we have a provision for affirmative actions for socially excluded and marginalized groups to make an inclusive workforce that includes the marginalized, disadvantaged, and socially excluded population and women, to bring people from various social backgrounds, gender, caste/ethnicity, cultures, religions, and races to bring gender balance and social inclusion in the workforce composition.

Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.