Project Finance and Administration Officer

Project Finance and Administration Officer

Reports To: Project Manager – FAIDA2

Job Overview and Core Purpose

The Project Finance and Administration Officer is responsible to manage overall financial and administrative functions of the Financial Autonomy and Inclusion of Persons with Disabilities through Agriculture 2 (FAIDA2) in close coordination with the project and the country office finance and administration teams. 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.

This full-time role is a key resource to lead a well-controlled financial environment with focus on managing and mitigating risks against financial loss, theft, waste and abuse of project funds, according to the standards, policies and procedures of CBM Global.

Based: Chitwan

Contract Type: Fixed term contract

Timeframe: Till July 2028

Responsibilities and Duties

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.
• Support the country team to review receipts and agreements to ensure financial transactions are complete, timely, accurate, verifiable, reliable and valid.
• Prepare monthly project plan budget in collaboration with the Project Manager.
• Design, monitor and implement systems of internal control that safeguard donor’s assets and be the lead in implementing sound accounting procedures as well as compliance with local laws and taxation.
• Generate regular project financial updates for office staff and the finance manager.
• Work closely with partners on the financial and administrative management of the project.
• Ensure financial reports are submitted on time.​

Administration and Procurement (5%)

• Manage activity start-up and support initial work planning process as well as close out.
• 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.
• Process vendor invoices for payments.
• Provide logistic and administrative support to program staff.
• Maintain electronic and physical files organized and up to date.​

Grants management (25%)

• 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.
• 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.
• 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.
• Monitor and inform management of the key risks.
• Contribute to the implementation of improved financial systems and processes to facilitate better 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.​

Partner Support and Capacity Building (20%)
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• 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.
• Validate partners’ financial transactions to ensure verifiability, accuracy, completeness, veracity, allocability and prepared in a timely manner and that integrity of records are secure and can withstand scrutiny and audit at any time.
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Program Management and support (25%)
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• 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.

Humanitarian Action

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• In case of Emergency in the country and requirement of the organization, s/he should be flexible to be deployed in the emergency response management initiatives as required.​

Safeguarding

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• 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 are carried out smoothly contributing to efficient project implementation.
• Strong financial discipline aligned with CBM Global and donor standards.
• Problems and challenges in grants and financial management timely identified, reported and addressed.
• Financial process and procedures improved based on learnings and feedback.
• High quality support provided to the partners for efficient financial management and reporting.
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​Person Specification

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• All of the following requirements are Essential, unless marked with a * when they are Desirable.

Experience and knowledge

• ​Minimum 3 years of working experience in finance and operations, preferably in International NGOs.
• Demonstrated experience in grants management and project finance management, including financial controls, accounting, auditing, as well as reporting on accruals, pipelines and expenses. etc.
• Knowledge of current income tax laws & policies, mainly related to the development sector.
• ​Skills/competencies/personal qualities
• Analytical and detailed oriented.
• Well organized with the ability to multitask and meet deadlines.
• Good communication skills in English (oral & written).
• Competent in using office packages and accounting software.
• Ability to collaborate with staff at all levels.
• Flexible approach to work demands.
• Willingness to learn and adapt.
• Self-professional management skills with little supervision.
• Respect and commitment to adhere to CBM Global values, code of conduct and policies in all aspects of work.

​Qualifications, training, and education

• ​Bachelor’s degree in management, accounting or relevant field of study. Master’s degree preferred.​

​Employee Benefits

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• ​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.
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  ​Useful Information
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​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 of​Persons with​Disabilities (CRPD), to assess all requests for reasonable accommodation. *Reasonable ​accommodation ​is ​any ​modification ​or ​adjustment ​to a​job ​or ​the ​work ​environment ​that ​will​enable ​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: 29/07/2024

Tagged as: Admin Officer, CBM Global Nepal, Chitwan, Finance Officer, NGO INGO, Project Officer