Program Finance Coordinator

Program Finance Coordinator

Description

Program Finance Coordinator – “Hamro Pratigya – Our Promise: Empowering Voices, Ending Gender-Based Violence Project under Security and Justice Programme”

Opening: 1 position
Location: Surkhet – Karnali Province and frequent travel to field (70%)
Duration: 1 May 2024 to 30 April 2025 (with possibility of extension)
Reports to: Operations Lead

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 Operation Lead, the Program Finance Coordinator will support to program staffs of PIN Karnali Province Office in all aspects of project financial management. This role typically involves working closely with local partners or sub-recipients to build their financial management capabilities, monitor their financial performance, and ensure adherence to donor regulations and organizational policies.

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.

About the Project

Eliminating gender-based violence (GBV) is central to the United Kingdom (UK) government’s commitment to women and girls. This project is envisaged in the context of the Foreign, Commonwealth and Development Office’s (FCDO)’s International Strategy on Women and Girls (2023-2030), the UK Gender Equality Act 2014, and the British Embassy Kathmandu (BEK) Country Plan, in particular, the goal defined as ‘Changes in social norms in key institutions and society mean less acceptance of GBV’. The project is strongly aligned with BEK’s commitments to the (a) transition to federalism in line with the 2015 constitution and (b) inclusive development, leaving no-one behind in the effort to empower the poor and traditionally marginalised and to improve service delivery to them. A multi-year project directly funded by FCDO for up to £8 million from 1 April 2024 to 31 December 2027. It is expected that the programme will directly benefit community members, Community Based Organisations (CBOs) and Civil Society Organisations (CSOs) across 3 provinces, including community schools. The priority provinces are: Madhesh, Lumbini, and Karnali.

Key Summary of Functions

• Serves as a liaison between the organization and its partners, providing support, guidance, and oversight to ensure sound financial management practices, compliance with regulations, and successful project implementation.
• Provide support to project staffs in managing project finances effectively that includes budget preparation, budget monitoring, financial reporting, and ensure compliance with donor regulation and PIN policies.

Partner Finance Management

•  Reviews partners’ monthly financial reports and supporting documents to ensure compliance with the partnership agreement, donor regulations and PIN policy, providing feedback to the partners as necessary and flagging any compliance and financial management issues to PIN management.
• Collaborate with PIN program staff by having a system of mutual sharing and review of partners report before booking partner cost in system.
• Liaise with partner organizations to ensure completeness, correctness and accuracy of financial report according to PIN policies, partnership agreement and donor regulations.
• Support proper and timely financial planning and forecasting of the partners
•  Prepare and update partner advance liquidation sheet in a monthly basis.
• Provide support to program staffs and/or management by tracking all partners budgets and financial reporting deliverables, inform Operation Lead and/or Finance Manager and the program focal points of any potential issues with spending and financial reporting.
•  Maintain the bookkeeping and files / financial reports related to partnership agreement hardcopies and softcopies in ELO and PIN cloud system and make it available for management, internal review and external audits.
• Identify financial management capacity gaps and training needs assessments for both financial and non-finance partner staff and provide hands-on support and training for proper and effective use of resources.
• Liaise with partner organization on regular basis to provide support in areas of finance, procurement and compliance related topics.
• Liaise with PIN programs to ensure the consistency between partner’s narrative reports and financial reports.
•  Visit partner offices in monthly/periodic basis to conduct financial monitoring and support visit to verify project expenses, internal control and financial management system, prepare detail visit report and ensure all issues are timely settled.
• Responsible for managing the disbursement of funds to partners in line with payment schedules and any other requirements
• Preparation of the Partnership Assessment Tool (PAT) financial part for new partners in coordination with the Finance manager/Operation Lead.

Program Financial Management

• Review, track and analyze expenditure for all projects under province office and coordinate program budget management, expenditure monitoring and forecasting
•  Maintain systems for budget control to ensure project expenses are reasonable, prudent and spent in accordance with the PIN policies and donor compliance
• Work closely with Provincial program team to ensure all project budget monitoring, payments and booking of expenses by providing monthly budget versus actual reports to budget holders
• Undertake project budget reviews and adjustments as required and produce financial management information and analysis for program team
• Prepare up to date Drawing forecast for the project, update Navision entries, forecast and exchange rate in collaboration with program team
• Pull monthly project wise transaction detail from Navision system and review it with respective program manager to confirm its accuracy and correct coding
• Assist CO Finance Manager to prepare periodic donor financial report

Others

• Coordinate with CO finance staff to create budget lines, Z card, P card etc.
• Timely initiate ELO process for partnership agreement, amendment, contracts, monthly partner financial report / import file, project financial report, partner fund disbursement etc. other documents for approval and follow-up
• Facilitate audit functions in province office and partner organizations
• Maintain and update partner financial monitoring tracker to timely address partners issues identified during periodic financial monitoring
• Liaise with local bank branches for any banking transactions and issues in close coordination with Operation Lead/Finance 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

Minimum of 3 years’ experience of dealing with NGO/CBO/Government for partner financial management issues and sound knowledge of project financial management.

Minimal requirements:

•  Experience in providing financial training, capacity building, and technical assistance to staff and partner NGOs
• Experience conducting monthly BvA meeting with program staff
•  Proficiency in financial software and MS office suite, with basic skills in Excel for reporting and data entry.
•  Sound understanding of financial principles
•  Fluency in English and Nepali languages

Behaviour competencies

• Results orientation;
• Strategic thinking;
•  Initiating action and change;
• Team-work, interpersonal skills;
• Communicating with impact and respect;
• Analytical skills, sound judgement;
•  Flexible, proactive approach;
•  Gender and cultural sensitivity;
•  Handling sensitive data.

How to apply:

Interested candidates can submit an updated CV and Motivation letter via our application form. Please note, 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 prior to the deadline, thus early submissions are strongly encouraged. Nepalese citizen can only apply for the position. No phone calls will be entertained.

Note: 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 involves. People in Need expects all staff to perform job duties and responsibilities in accordance with 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.

Tagged as: Finance Coordinator, NGO INGO, People in Need, Program Coordinator, Surkhet