Website CEAPRED
Regional Admin, Logistics and Finance Officer
LOCATION: Regional Office under USAID Agricultural Inputs Activity
REPORTS TO: Regional Agribusiness Director (RAD)
USAID Agricultural Inputs is a new five-year USAID-funded activity in Nepal. The aim of USAID Agricultural Inputs is to increase the availability, accessibility, and use of agricultural inputs and technology to improve Nepal’s agricultural productivity. The activity is implemented by Winrock International in collaboration with five organizations: Center for Environmental and Agricultural Policy, Research, Extension and Development (CEAPRED), MarketShare Associates (MSA), Pathway Technology, Fertilizer Association Nepal (FAN), and Vikara Institute.
USAID Agricultural Inputs will enable lead firms, agrovets, input suppliers, local machinery service providers, and Government of Nepal (GON) change agents and farmers to increase productivity, input supply chain efficiency, market system competitiveness, and strengthen the enabling environment in a way that equitably addresses the needs of women, youth, and members of marginalized groups. USAID Agricultural Inputs will benefit 200,000 farmers in the USAID Feed the Future (FTF) zone of influence.
POSITION DESCRIPTION:
The Regional Admin, Logistics and Finance Officer will be responsible to support the management of administration, finances, procurement and logistics at the regional office and cluster offices of the USAID Agricultural Inputs Activity. S/he will be working under direct supervision of RAD and in consultation with the Finance Manager. S/he will manage the procurement ensuring compliance with USAID, Winrock International and CEAPRED Finance Administration and Procurement Rules, along with the relevant Nepalese laws and regulations.
ESSENTIAL RESPONSIBILITIES:
A) Admin, Finance and Auditing
- Prepare all vouchers as per double entry system manually or in available accounting software after reviewing the receipts, travel bills, travel order, date and other supporting documents submitted by the project personnel.
- Reviewing the recording of obligations & payments against allotments issued and handling petty cash updated and reporting to SRAD about office and administrative expenses.
- Process cash and bank payments complying with Activity & CEAPRED procedures.
- Ensure monthly routine disbursement of salaries, and payment of rent, utilities, supplies, electricity, telephones, internet, and others as per need.
- Reconcile all bank and cash accounts, cash box, cheque book, BRS, bank statement, payable, receivable, advance managed by CEAPRED and Activity partners at field level on monthly basis.
- Keep all transactions up to date on ledger book, excel sheet and relevant computerized accounting system.
- Review and ensure all settlement of all advances and appropriate documentation including overtime records.
- Support to prepare Activity consolidated final financial reports for clearance as per donor requirement
- Collect and file pending original invoices and other supporting documents ensuring full compliance with Activity financial procedures.
- Check the vouchers and determine missing documents, and ensure all expenditure of Activity are eligible and in accordance with procedures and correct budget lines & code.
- Closely monitor, coach & guide the account staff at clusters in terms of financial management and procurement.
B) Logistics Management
- Supervise and review preparation of reports for vehicle logbook, personal motorbike logbook, telephone logbook, assets maintenance logbook on monthly basis.
- Prepare and update Inventory record book (expendable & non-expendable) regularly and ensure accuracy of non-recurring items stock book.
- Conduct the physical verification of all expendable and non-expandable items and supplies at least twice a year and submit the report to the Finance Manager.
- Support arranging venue, rooms, location, site and other essential materials, stationery to organize workshops, seminar, trainings, meetings etc.
- Safeguard fixed assets and valuable materials and update its records.
- Keep track of expiring dates of staffs’ medical and accidental insurances and its renewal record in timely manner.
- Assist to keep track of condition of vehicle & motorbikes, vehicle management, fuel, repair & maintenance and expiry dates of vehicle insurances, taxes, pollution test and renewal in timely manner.
C) Reporting
- Submit monthly financial report in prescribed formats along with advance details sheet, bank reconciliation and cash verification sheet, original bills and vouchers with scanned copies to Kathmandu Office
- Assist the Finance Manager to update and consolidate the financial reports.
- Prepare cash forecast and co-ordinate with the Finance Manager in Kathmandu for internal fund transfer between regional/cluster and Kathmandu Offices.
- Timely deposit TDS and verify E-TDS as per prevailing Income Tax Act of Nepal.
- Support and coordinate the audit teams in internal as well as external audits, prepare the required documents for audit as per need and follow up on internal control system.
D) Others:
- Ensure a safe and equitable workplace, create opportunities, and offer support to women and those from disadvantaged groups.
- Support relevant activities included in the forthcoming direct support by USAID to the Government of Nepal.
- Perform other tasks as assigned by the supervisor and Activity management.
QUALIFICATIONS AND REQURIEMENTS:
Education:
- Minimum Bachelor’s degree in finance management, commerce, accounting or equivalent.
Required Experience
- Minimum 5 years of experience in project accounting and finance management using standard software (e.g. Tally).
- Excellent finance record keeping ability.
- Ability to work under time pressure and willingness to travel in the field as per need.
- Ability to work under cross cultural environment.
- Strong team coordination, listening and consensus building skills.
Language
- Ability to prepare reports in English and Nepali.
The eligible and interested candidates are requested to submit their application ‘Online’ in CEAPRED’S website www.ceapred.org.np (career page). Application submitted online only will be considered for further processes. Please refer the website for detailed JD/TOR of the position. The last date for posting the application is 5:00 PM on 22nd August, 2023. The organization reserves the right to reject any/all applications without assigning any reason whatsoever
We seek to cultivate an environment where all candidates relish equal employment opportunities devoid of discrimination, misconduct, fraud, and abuse. Our commitment to Diversity, Equity, Inclusion, and Accessibility (DEIA) and Localization guides our practices not just in hiring, but also in staff retention, growth, and policy implementation. This commitment signifies that we value diversity in all its forms including age, race, ethnicity, religion, gender, sexual orientation, disability status, and cultural background. We welcome and encourage applications from individuals of all backgrounds, experiences, and perspectives, recognizing the rich tapestry of the communities in which we live and work.
Disclaimer: This position is contingent upon donor’s approval.