Website CBM Global
Project Finance and Administration Officer
Reports to: Livelihood Project Manager
Job Overview
The Project Finance and Administration Officer is responsible to manage overall financial and administrative functions of USAID Inclusive Livelihood Project in close coordination with the project team and the country office finance and administration team. S/he ensures smooth financial management of the project along with effective administrative support and cost-effective and timely procurement of good and services, in line with the CBM Global and donor policies and procedures. S/he works closely with the partners and guides, supports and build capacity of the partner staffs in grants and finance management.
Based: Banke
Hours: Full Time
Timeframe: Till Oct 2025
Salary range: Competitive
Responsibilities and Duties
1. Finance (25%)
- Oversee day to day financial operations of the project.
- Establish and implement financial standards and procedures in line with organisation and donor policy and guidelines.
- Carry out field accounting and ensure accurate and timely preparation of monthly expenditure report.
- Review and check bills, agreement and all supporting documents and ensure they are properly documented.
- Prepare monthly project plan budget in collaboration with the Project Manager.
- Ensure accurate and timely payment and recording of all project financial, accounting, treasury, and local tax transactions, as well as reporting and allocation of project costs in close coordination with the finance manager.
- Design, monitor and implement systems of internal control that safeguard donor’s assets and lead the process of implementing sound accounting procedures.
- Generate regular project financial updates for office staff and the finance manager.
- Work closely with the sub-awardees on the financial and administrative management of the project.
2. Administration and Procurement (15%)
- Manage activity start-up and support initial work planning process.
- Serve as liaison to the project, government and other business vendors.
- Maintain effective liaison with stakeholders, keeping related contracts & legal agreements properly documented and up to date.
- Coordinate implementation of contracts/procurement procedures; participate in bids and technical and cost evaluations; and perform due diligence for awarded procurements in close coordination with country office administration department.
- Ensure cost effective and efficient procurement of goods and services in accordance with CBM Global and USAID procurement procedures, as well as security of valuable equipment.
- Anticipate needed supplies, preparation of supply requisitions & verify receipt of supply.
- Process vendor invoices for payments.
- Provide logistic and administrative support to program staff.
- Maintain electronic and physical files organized and up-to-date.
3. Grants management (15%)
- Ensure grants/contracts are well administered and that program and support teams are fully informed of relevant donor compliance regulations and organizations procedures to support on-track, on-time, and on-budget implementation.
- Provide technical support and mentoring to grantees unaccustomed with the complexity and restrictions of USAID funding in an effort to build the capacity of grantees to effectively manage their grants; interface with grantees and vendors to ensure grantee understanding and compliance with all CBM and USAID rules and regulations.
- Review all grant/procurement activities for compliance with program policies and USAID regulations.
- Monitor grant activities during their implementation to ensure on-time and high-quality delivery of goods and services; provide continuous assessments of grantee performance against project objectives.
- Coordinate with country office team in monitoring and managing subcontracts.
- Support and train sub-partners on sub-grant management and assist in reviewing sub-grants agreements.
- Involve in developing and embedding best practices to comply with donor financial rules.
- Support donor proposal budgeting, analysis of institutional income, donor contract expenditure tracking.
- Monitor and inform management of the key risks.
- Contribute to the implementation of improved financial systems and processes to facilitate better donor reporting and compliance.
- Coordinate regular grant monitoring, using appropriate grant management tools and through facilitation and support of regular and timely Grant Review, Opening, and Closing Meetings.
4. Partner Support and Capacity Building (20%)
- Conduct periodic financial monitoring of the partners, recommend action plan for required improvements and support in implementation of the same.
- Ensure partner staffs are aware and adheres to the statutory regulations, CBM and donor policies and guidelines.
- Provide required support to the partners for effective management of project finances, preparation of financial reports and others as required.
- Provide needed training and orientation to the partner finance staff and support in their capacity building in the areas of administrative and financial management.
5. Program Management and support (25%)
- Collaborate with the Project Manager and program team to understand program activities and goals.
- Work closely with the project manager to integrate financial and administrative functions into the overall program strategy.
- Participate in program planning and review meetings to align financial and administrative processes with programmatic objectives.
- Provide financial input during the development of project budgets, ensuring alignment with programmatic goals.
- Support the Project Manager in conducting budget reviews and adjustments as needed.
- Develop and implement financial tracking systems to monitor program expenses and ensure alignment with budgetary allocations.
- Generate financial reports that provide insights into the financial performance of program activities.
- Participate in regular project review meetings, providing financial updates and insights to enhance programmatic decision-making.
- Conduct regular visits in project area and verify program activities and assess their impact.
6. Humanitarian Action:
- In case of Emergency in the country and requirement of the organization you should be flexible to deploy in the emergency response management initiatives as per the requirement of the organization.
7. Safeguarding:
- Accountable for ensuring that all children and adults who come into contact with CBM’s programmes, are safeguarded to the greatest extent possible.
- Responsible for ensuring compliance to all aspects of the CBM Global Safeguarding and Prevention of Sexual Exploitation, abuse and harassment policies and associated standards and procedures.
Key outcomes expected from this role.
- Project finance and administrative tasks carried out smoothly contributing to efficient project implementation.
- Strong financial discipline aligned with CBM Global’s and donor standards.
- Problems and challenges in grants and financial management timely identified, reported and addressed.
- Financial process and procedures improvised based on learnings and feedbacks.
- High quality support provided to the partners for efficient financial management.
Person Specification
All of the following requirements are essential, unless marked with a * when they are desirable, and will be assessed from a combination of information provided from the application form and interview process.
CBM Global Nepal welcomes applicants from diverse backgrounds and people with lived experience of disability.
Experience and knowledge
- Minimum 3 years of working experience in International NGO in finance and operations.
- Knowledge of USAID policies and practices and direct experience managing finances and administration of a USAID funded project.
- Familiarity with grants management and project finance management, including financial controls, accounting, auditing, as well as reporting on accruals, pipelines and expenses. etc.
Skills/competencies/personal qualities
- Abide by and display CBM core values in all aspects of work;
- Flexible approach to work demands;
- Ability to work in teams and collaborate with staff at all levels;
- Willingness to learn, change and adapt;
- Well organized with the ability to multitask;
- Cultural awareness and sensitivity.
- Self-professional management skill in little supervision.
- Practical computer skills (Microsoft word, Excel, PowerPoint and internet);
- Good Communication Skills in English (oral & written);
- Nepali typing skill is the must;
- Knowledge of disability related issues will be an asset*
- IT skills desirable*
Qualifications, training, and education
- Masters/PG degree in management or any other related field;
Employee Benefits
- All full-time employees are entitled to the following benefits.
- 20% monthly contribution to the Social Security Fund.
- Festival Allowance equivalent to one month salary (on pro-rata basis).
- Leave entitlement of 18 days annual leave, 12 days sick leave and 3 days casual leave per year.
- Group Accidental Insurance equivalent to NPR.7,000,000.
- Medical Insurance to staff and immediate family equivalent to NPR.400,000.
- Mobile Phone with office number (monthly top-up provided).
- As part of its commitment to its work with people with disabilities, CBM Global Nepal aims to help successfully employ and retain people with disabilities and those with health conditions. We have a comprehensive equality and diversity policy.
Useful Information
Shortlisting and Interviews
CBM Global Nepal is an equal opportunities employer, committed to ensuring all applications are treated fairly.
All applications are subject to our shortlisting process; if you are shortlisted, we will contact you and invite you to attend an interview. You may have to complete a written test or any other skills test as part of the recruitment process.
Diversity Policy Statement
Our workplace promotes an inclusive and accessible environment that supports all staff to thrive. We believe that the success of any organisation depends upon its people and their diverse abilities, skills, languages, cultures, and backgrounds. The greater diversity in the staffing of people with different lived experiences helps promote innovation, creativity, and smarter solutions to the constantly changing environments in which we work.
We are committed, in line with the Convention on the Rights ofPersons withDisabilities (CRPD), to assess all requests for reasonable accommodation. *Reasonable accommodation is any modification or adjustment to ajob or the work environment that willenable a qualified applicant or employee with a disability to participate in the job application process or to perform essential job functions. People with disabilities and health conditions will be provided with the necessary and appropriate modification and adjustments, where reasonable.
Employment Checks
CBM Global Nepal is committed to the safety and best interest of all children and vulnerable adults accessing CBM Global supported services and programmes. Relevant background checks including working with children, police and reference checks will be completed prior to the preferred candidate’s employment being confirmed.
All applicants must have the right to work in the country. All offers of employment are made subject to the following criteria: Proof of eligibility and satisfactory employment screening, and two to three references satisfactory to CBM Global Nepal.
Note: We only accept applications from Nepali citizens for this role.
Closing Date: 27/12/2023
Location: Nepal
Department: Country Office Nepal
Job Title: Project Finance and Administration Officer
City: Kathmandu
Country: Nepal