Program Operation Coordinator

Aasaman Nepal is going to implement SRHR and Gender equality/women empowerment including ending child marriage and harmful practices Programs in Madhesh Province, in the partnership with UNFPA(Proposed). The overarching objectives of the programs are to enhance reproductive health outcomes, eliminate gender-based violence, empower women economically and socially, and reduce child marriage. The integrated approach aims to provide comprehensive reproductive health services, promote gender equity, facilitate women’s economic empowerment through skill development and entrepreneurship, and contribute to the global effort of ending child marriage. These programs collectively strive to create a society where individuals, particularly women and adolescents, have the knowledge, resources, and opportunities to make informed decisions about their health, well-being, and future.

Aasaman Nepal is looking for the self-motivated, result oriented and hard-working Nepali citizen for the following position:

Program Operation Coordinator – (Nos -1)

Location: Janakpur, Dhanusha
Position Type: Full-time

Overview:

The Program Operation Coordinator will assume responsibility for supervising the overall financial, operational, and administrative functions of the program, ensuring adherence to both UNFPA regulations and organizational standards. He/she will be tasked with ensuring compliance with procurement policies and procedures, overseeing payment processes to be conducted primarily through wire transfers or account payee checks whenever feasible. Additionally, the Coordinator will provide administrative and logistical support for program activities such as seminars, training sessions, and other interventions, ensuring timely coordination with available suppliers for these events.
Furthermore, the incumbent will have oversight of all program financial transactions, ensuring that expenditures remain within the agreed budget, contractual obligations, and guidelines set forth by funding agencies, as well as current organizational policies and procedures. It is imperative that all financial transactions are accurately recorded, budget allocable, and justifiable within the accounting system and financial reports. Furthermore, the Coordinator must generate Financing Authorization and Certificate of Expenditure (FACE) reports using the quantum-based online system accessible through UNFPA’s platform, providing quarterly FACE reports alongside monthly financial statements, bank reconciliations, budget forecasting, and funding requests.

Responsibilities:

Program Support:

•  Assist in the planning, implementation, and financial monitoring of program activities.
• Collaborate with the program team to ensure effective program execution.
•  Provide administrative support for program-related tasks.

Financial Management:

• Oversee entire financial management processes, ensuring compliance with organizational policies and procedures.
•  Prepare journal vouchers accurately, documenting financial transactions.
• Monitor financial transactions and ensure adherence to budgetary constraints.

Budget Planning:

• Contribute to the development of budgets for program activities.
•  Work closely with the Program Manager to ensure realistic and effective budget planning.
• Provide input on financial aspects during the planning phase of new projects.

Financial Reporting:

• Prepare accurate and timely financial reports, reflecting the financial status of projects.
• Collaborate with the finance team to ensure consistency and accuracy in financial reporting.
•  Respond to queries and requests related to financial information.

Operations Support:

• Provide operational support to ensure the smooth running of day-to-day activities.
•  Assist in coordinating logistics for program events, meetings, and workshops.
• Support in maintaining proper documentation for operations-related tasks.

Additional Responsibilities:

• Maintain accurate records of program expenditures following Generally Accepted Accounting Principles (GAAP).
• Facilitate the organization of workshops, training sessions, and program events by arranging logistics and managing procurements.
•  Assist in the organization and management of internal and external audits.
• Coordinate with other departments and units within the organization to ensure the smooth implementation of the UNFPA-funded program.
• Assist in monitoring program activities for financial compliance with guidelines.
• Establish and maintain a proper filing system for financial and administrative documentation, ensuring all financial vouchers are backed up by scanning.
• Fulfill any other duties as required or requested by the line manager.

Qualification

• Master’s degree in finance, business administration, or a related field.
• Proven experience of at least 5 years in financial management, budget planning, and financial reporting.
• Knowledge of financial management processes.
•  Strong proficiency in preparing journal vouchers and financial documentation.
• Excellent organizational and multitasking skills.
•  Effective communication and interpersonal abilities.
•  Proficient in relevant software applications, including financial management tools.
•  Familiarity with program management and operational support functions.
•  A comprehensive understanding of UNFPA financial and administrative guidelines is essential, along with knowledge of gender, equity, and sustainability principles. Knowledge and work experience in gender-based violence or humanitarian settings will be an added advantage.

Competencies:

• Attention to detail and accuracy in financial tasks.
• Strong analytical and problem-solving skills.
• Ability to work independently and as part of a team.
• Time management and organizational skills.
• Adaptability to changing priorities and tasks.
•  Familiar with Quantum Plus financial software for operation.

Languages: Strong command of Nepali, English, Maithili, Bhojpuri (oral and written) and local language preferred/required.

Aasaman Nepal has zero tolerance of abuse and exploitation of vulnerable people. We expect all our employees/volunteers to ensure we are protecting children, young people and vulnerable adults from harm and abide by our safeguarding policy.
Other Attributes for all positions: Excellent quality of work and commitment to high standards, strong communication skills, team building and willingness and motivated for good service delivery with strong networking and interpersonal skills and comfortable to work under stress and emergencies.

Age Limit: Candidates between 21 years to 55 years are only eligible to apply for the above position, depending upon the nature of job they will carry.

All employees must adhere to child safeguarding in person’s provisions covered in the project agreement.

Monitor staff and partners’ and ensure adherence to Aasaman Nepal’s policies and internal procedures, protocols, Aasaman Nepal’s code of Conduct with special attention to Safeguarding Standards and Procedure, Case Handling Framework, Child Protection and Do No Harm Policies. Also, immediate reporting and redress of any complaints and issues based on its severity.

Notes:

•  Locals, especially women and members of ethnic or marginalized communities from Madhesh Province are encouraged to apply for this position.
• Applications received after the deadline will not be considered and only shortlisted candidates will be notified for the further process.
• Canvassing at any stage of the recruitment process shall lead to automatic disqualification of the candidate.

Interested candidates are requested to submit their application filled by downloading the link below along with an updated CV and Cover Letter by 23/03/2024.

https://forms.gle/UuSjsiL8TEzbPJPQ7

Only shortlisted candidates will be contacted for participation in the recruitment process. No telephone enquiry is entertained. ASN reserves the right to qualify/disqualify any applications without any reason.

This job description is not incorporated into the employment contract. It is intended as a guide and should not be viewed as an inflexible specification as it may vary from time to time considering the organization work. The postholder will be expected to demonstrate high level of efficient and effective working skills to perform the responsibilities.

Tagged as: Aasaman Nepal, Dhanusha, NGO INGO, Program Coordinator