Admin & Finance Officer

Youth Alliance For Environment (YAE )

Admin & Finance Officer

Youth Alliance For Environment (YAE )

YAE Office, Kathmandu
Key Skills: Interpersonal Management Communication Team Building Administrative

Admin & Finance Officer

Basic Job Information

Job Category : Accounting / Finance
Job Level : Mid Level
No. of Vacancy/s : [ 1 ]
Employment Type : Full Time
Job Location : YAE Office, Kathmandu
Offered Salary : Negotiable
Apply Before(Deadline) : Aug. 01, 2022 23:55 (1 week, 3 days ago)

Job Specification

Education Level : Bachelor
Experience Required : More than or equals to 2 years
Professional Skill Required : Interpersonal Management Communication Team Building Administrative
Other Specification
  • Bachelor’s Degree in Business Administration/Business Studies with at least 2-year extensive experience in Finance and Administration in I/NGOs.
  • Good understanding of current accounting standards, control issues/procedures, government laws and regulations, and the financial system of INGO/NGO.
  • Good communication, problem-solving and teambuilding skills 
  • Knowledge of purchasing, store management, logistic and administrative works 
  • Capable of handling all types of financial logistics and administrative works.
  • Computer skills including the use of spreadsheets and electronic mail. 
  • Knowledge of Tally (Accounting Software) will be an advantage.
  • Willingness and commitment to stay and work in remote areas of the support areas. 

Job Description

This position will be responsible to perform the overall financial related tasks and provide support and supervision to administrative and human resources functioning in the YAE. The position will be responsible to ensure the timely information and updates are available as required by Senior Management Team in Kathmandu and other funding partners as required.

Line Manager:Program Director
Reports toFinance Manager
Staff Reporting: Administrative Assistant, Office Assistant
Date of Application: July 25, 2022
Deadline to Apply: August 1, 2022

Key Responsibilities:

Responsibility Area 1:  Finance Management

  • Oversee the financial operations of Kathmandu Office and support areas to ensure timely and accurate financial reports and practices including fund management, payroll, financial disbursements, ledgers etc.
  • Preparing the vouchers of all the transactions and entering them into Tally in the concerned books of account.
  • Collect and produce period reports from all support areas and timely submission of monthly report along with the fund request of all projects to Senior Management Team and concerned funding parters complying with prevailing rules and regulation of Government, policies of the organization as well as funding partners. 
  • Verify and review of financial data, supporting documents, accounting and financial reports of each project and recommend and implement measure to ensure that financial reports are being generated accurately and timely for the purpose of reporting different stakeholders.  
  • Coordinate with the organization's internal auditor, statutory auditor and donor auditors to conduct organization audit and project audit. 
  • Discuss of the findings of audit with Finance Head and Management Head in advance of finalizing audit report and incorporate audit comments. 
  • Release monthly/quarterly budget to all districts as per approved DIP.
  • Analysis of expenses and payment to suppliers, Insurance Companies etc.
  • Timely deposit of TDS, PF and CIT.
  • Verify and review the transaction vouchers and supporting documents of support areas.
  • Preparation of Monthly Bank Reconciliation Statement.

Responsibility Area 2: Human Resource, Administration & Logistics (Supervisory Role)

  • Ensure that the office equipments and other institutional properties are well functioning and are safeguarded at all times.
  • Ensure the personal files are updated with all the required documents.
  • Ensure timely submission of the following reports to Senior Management Team, Funding Partners, and Support Areas
  • Attendance record of all the staffs along with the leave records and other substantiating documents.
  • Staff related document to update the personal files including the monthly time sheets.
  • Ensure that vehicles logbooks are kept accurately and up to date. 
  • Ensure that the organizational properties are solely used for official purposes with proper documentation. 

Responsibility Area 3:  Procurement and Store Management

  • Assist Admin Officer in procurement process (procure required goods/materials as per organization and funding partner's procurement policies, procedures and standard. of the organization ensuring their quality and cost effectiveness) and ensure the proper documentation of the procurement process.
  • Ensure safeguarding of assets and verify that assets are in existence and being used properly.
  • Ensure that logistic, procurement and store management has been done effectively following the organizational policy.

Responsibility Area 4:  Program Implementation 

  • Develop project budget in consultation with program team and management as per requirement.
  • Support in all support areas to ensure the project implementation based on the budget plan and update its expenses periodically to the Senior Management Team/Project Coordinators.
  • Ensure activities and expenditures claimed by field staffs are actual and eligible as per project documents. 
  • Support program team for effective, efficiency and economically budget utilization to demonstrate the result of the concerned project.

Responsibility Area 5:  Monitoring, documentation, and reporting

  • Regularly monitor and review the field activities in each support area to ensure that activities are in line with achieving expected outputs and booked expenses complying with all requirements and policy. 
  • Monitor ongoing levels of expenditure on individual project outputs as budgeted and provide timely advice of likely over and under spending budget.  
  • Ensure systematic documentation to prepare and submit periodically (monthly, quarterly, semi-annual and annual) financial, management and progress reports to concerned line managers as per requirements. 
  • Share promptly if found irregularity, laps, fraud, and deviation with evidence after analyzing the finance documents.

Responsibility Area 6:  Other Tasks

  • Other responsibilities as assigned by the Line Manager and Reporting Manager.

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 be varied from time to time in light of the organization's work. The post holder will be expected to demonstrate high level of efficient and effective working skills to perform the responsibilities.

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