Finance Coordinator

Finance Coordinator

Opening: 1 position

Location: Country Office – Kathmandu

Duration: One year, with possibility of extension

Reports to: Finance Manager

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing and facilitating systemic solutions advocating for and addressing the needs of vulnerable populations affected by disasters including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance. PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, academia, private sector and other key stakeholders in Nepal. Together with them, PIN Nepal has become one of the pioneer organizations advancing programmes such as landslide disaster preparedness and anticipatory action, climate and flood resilient housing, durable local solutions, climate change modelling for more inclusive and efficient local decision-making, girls and inclusive education, waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Scope of Work

Under the direct supervision of Finance Manager, Finance Coordinator will be responsible for internal fund management and payroll administration. He/she will play a crucial role in facilitating audits to ensure compliance with financial regulations and standards. Collaboration with various departments is essential to gather financial data and ensure accuracy in reporting. Additionally, he/she will be responsible for ensuring the timely deposit of taxes, salaries transfer, and SSF deposit, maintaining the organization’s financial integrity and regulatory compliance.

All PIN staff agree to:

• Comply with all relevant PIN policies, Country Program Policies, and guidelines related to their position.
• Show a strong commitment to the inclusion of all groups within Nepal and dedication to PIN Nepal’s Inclusion Guidelines.
• Perform and accurately complete administrative tasks related to their position.
• Strive for quality in all aspects of their work and ensure the highest quality performance of the Country Program.
• Maintain a positive attitude and promote a professional & productive working environment across all staff, departments, and among all of PIN’s partners.
• Adhere to PIN Code of Conduct and key policies including Anticorruption Policy, Child Protection Policy and Safeguarding Policy.

Key Summary of Functions

• Be a support person in Country Office to manages all internal funds and lead payroll process, ensuring accuracy and efficiency.
• Facilitates audits, collaborates with departments, and ensures timely tax, salary, and SSF deposits for regulatory compliance.

Internal Fund Management

• Support in managing all internal funds of the organization and collaborate with project managers to develop accurate and realistic drawing forecasts for ongoing and upcoming funds.
• Facilitate in gathering of information related to internal funds for communication with HQ regarding financial matters.
• Maintain accurate records of financial transactions and prepare regular financial reports for program, HQ, and internal review.
• Coordinate the submission of financial reports, budgets, and other documentation to FM, HQ and program whenever needed.

Payroll Management

• Prepare monthly payroll accurately and in a timely manner, ensuring compliance with organization policies and relevant regulations.
• Initiate ELO approval process and coordinate with relevant approver for approval, and ensure proper documentation.
• Perform regular reconciliation of payroll records to ensure accuracy and resolve any discrepancies promptly.
• Facilitate the deposit of monthly Social Security Fund (SSF) in accordance with established schedules and guidelines.
• Allocate payroll expenses to different projects as per approved allocation table, and maintain accurate records for financial reporting purposes.

Audit Management

• Coordinate and facilitate all aspects of internal and external audits in country office and field offices.
• Develop and maintain an audit tracker to monitor audit activities and findings. Track progress on audit action plans and ensure timely implementation.
• Prepare and file accurate and timely income tax returns for the organization, and review financial data to ensure accuracy in tax filings.
• Liaise with tax authorities to obtain the organization’s yearly tax clearance letter and renewal of tax exemption certificate. Ensure all tax obligations are met to obtain the clearance letter promptly.

Other Roles

• Prepare monthly tax overview and deposit monthly tax in the tax office. Ensure monthly E-TDS verification with accuracy and compliance with regulatory requirements.
• Be a focal person for contract admin in ELO and NAVI along with hard copies. This also includes archiving relevant documents in
• ELO for new projects, donor report, and ensure timely inclusion of any pertinent materials into the ELO system.
• Maintain a contract tracker for timely payments and ensuring that information flows smoothly to related departments.
• Responsible for Kathmandu main cash register and ensure there is sufficient cash in coordination with Finance Officer and Finance Manager.
• Prepare timely cash reconciliation as per PIN financial security guidelines.
• Initiate all bank payments via cheque and online are up to date along with support to Finance Officer in preparing monthly bank statements.
• Coordinate with banks, the tax office, the SSF, and other relevant government offices for official matters.
• Assist various departments, such as HR, logistics, and programs, with financial matters, including potential involvement in procurement committee activities if needed.
• Support DFM in preparing import file to create relevant project budget lines, Z card, P card in Navision system.
• Perform rent reconciliation of all PIN offices in monthly basis and ensure variances are timely addressed.
• Perform other duties as assigned by line manager.

Requirements

Education and years

• Bachelor degree in finance, accounting, business administration or related filed (Master degree preferred) with minimum 3 years of relevant experience in I/NGO.

Relevant Experience

• Experience of dealing with organization internal funds, internal and external audits, payroll administration, and tax obligation & it’s reporting requirement.

Desired Knowledge, Skills and Competencies

• Knowledge of labor law, tax laws reporting requirements, and other regulations to maintain legal and regulatory compliance in payroll operations.
• Strong documentation management skills streamline the audit process, facilitating efficient review and verification of financial and operational data.
• Analytical skills to assess financial data and identify discrepancies or irregularities.
• Organizational skills to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Integrity and ethical behavior in handling financial matters and maintaining confidentiality.
• Time management skills to efficiently manage tasks and ensure timely completion of financial responsibilities.
• Proficiency in financial software and MS office suite, with advance skills in Excel for data analysis and reporting
• Fluency in English and Nepali languages

Benefits

EMPLOYMENT CONDITIONS AND BENEFITS

• Salaries are according to People in Need Salary Scale. Candidates will be informed about the salaries in the beginning of the recruitment process
• Health insurance for both in-patient and out-patient care with maximum benefit limit of NPR 300,000.00 per year per person (Including dependents)
• Accident insurance for all injuries during work time NPR 3,000,000 per year (For Staff only)
• Compensation leave for working overtime when requested by the Line Manager
• Maternity, Paternity and mourning leave as per the labour law
• Communication or internet allowance on monthly basis (Reimbursable)
• Capacity Building program, both internal and external trainings – Induction training, internal online opportunities, such as access to e-learning platform and live webinars
• International environments with opportunities to learn from other country programs and HQ office in Prague
• Per diem for working outside of the duty town depending on the location. Full reimbursement of accommodation and transportation during business trips (as per the organization’s policy)
• Friendly and fair environment in small collective structure where everyone knows each other
• Work hours are from 9:00 am – 5:00 pm, Monday to Friday with 30 mins break for lunch

How to Apply

Submit an updated CV and Motivation letter before the deadline of June 16, 2024. Please note, that applications will be reviewed on a rolling basis, and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn before the deadline thus early submissions are strongly encouraged. No phone calls will be entertained.

PIN promotes equal opportunities. Women, Dalits, Minorities (ethnic, sexual & gender), Janajati, persons with disability, and candidates from Local Province(s) are strongly encouraged to apply!

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and is committed to promoting the welfare of children and adults with whom People in Need is involved. People in Need expects all staff to perform job duties and responsibilities following the People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp).People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Note- If you need reasonable accommodation (especially for people with disability) to proceed with our recruitment process, please mention so in the cover letter.