Report to: Executive Director
Level: AHTCS level 7/8

Job Summary

The AFO reports to the Executive Director and is responsible for preparing financial statement and payroll, maintaining cash controls, purchase support, maintaining accounts payable and managing AHTCS’s operations. Further, the AFO should coordinate the publications of AHTCS and liaise with stakeholders for promotion of activities and public relations.

Purpose:

The AFO is responsible for maintaining day-to-day account and financial system, administrative and personnel services in order to meet legislation requirements and support AHTCS’s operations, including publication of AHTCS.

Responsibilities:

1. Administer and monitor the financial system in order to ensure that the AHTCS finances are maintained in an accurate and timely manner.

Main activities

• Prepare annual and tri-monthly financial plan and progress.
• Open separate projects’ account and manage them separately.
• Manage the account payment process.
• Coordinate and instruct the responsible staff on accounting procedures.
• Support to the Executive Director in preparing project’s budget.
• Maintain the general ledger accounts.
• Manage the cash receipt from the training partners and donors.
• Check all the bills and travel claim and see whether they are as per norms and acceptable.
• Recommend and maintain process to ensure proper internal control and are followed to maintain the integrity of the financial data.
• Supervise the admin support staff and coach them to maintain proper accounting procedures.
• Keep proper inventory of the stationery, books and assets of the organization.
• Keep proper record of Income and Expenditure.
• Prepare receipts and payment vouchers with correct amount, account numbers and description of the transaction.
• Notify the supervisor for cash arrangement in time.
  
• Deposit/withdraw cash into/form bank as necessary.
• Send necessary bills/receipt to concern projects/clients.
• Prepare compilation of budgets, cash-flow forecast and financial management reports on monthly and annual basis.
• Credit control
• Prepare statutory annual reports
• Liaise with auditors and organization executives and answering queries on financial based matters.
• Propose and discuss changes and improvement to the organization’s current accounting setup.
• Submit quarterly financial report to Senior Management Team.
• Assist with preparation of the budget.
• Implement financial policies and procedures.
• Reconcile the general ledger and bank statement.
• Assist with the annual audit and renewal process.
• Maintain financial files and records.
• Ensure transaction are properly recorded and entered into the computerized accounting system.

2. Supervise administrative services within the AHTCS office.

Main activities

• Manage the filing, storage and security of documents.
• Maintain purchase and maintenance by quotation as appropriate.
• Manage the repair and maintenance of computer and office equipment.
• Supervise the Arce Resource Center (ARC)
• Assist with preparation of law and bylaws.
• Assist with preparation of contract documents and letters.
• Supervise related staff and evaluate the performance of them.
• Supervise client service and respond to their website.
• Keep information up to date and accurate in the website.
• Liaise with the website designer to make changes where necessary.

3. Oversee the account payable and account receivable systems in order to ensure complete and accurate records

Main activities

• Issue, code and recommend purchase orders.
• Reconcile the account payable.
• Reconcile the account receivable.
• Manage distribution of utilities bills and collection of accounts.

4. Administer employee files and record in order to ensure accurate payments of benefits and allowances

Main activities

• Assist in administration of employment agreements
• Verify and report on benefits payments.
• Maintain the leave management system
• Supervise completion of the payroll and review reports.

5. Co-ordinate all the activities related to AHTCS publication

Main activities

• Ensure that all the articles/success stories for the publication are received in time.
• Proper selection of articles/poem/success stories/advertisement for publication.
• Prepare and/or translate the success stories and/or articles from Nepali to English and vice versa.
• Timely collection of advertisement and follow up to receive its payment.
• Design and update the content and lay out of the publication.
• Make correction in language used in articles.
• Consult the other staff for technical support.
• Frequent communication with ED about the progress.
• Timely publication and its dispatch to the concerned.

Main activities

• Drafting and designing leaflets and brochures about AHTCS services and distribute them to the concerned in time.
• Collect and prepare the news articles of the activities.
• Timely dispatch the request to FM radio and/or local and national newspaper for its publication/broad casting.
• Frequent communication with ED about the progress.

7. Perform other related duties as required.