Job Title: Admin/Finance Officer
Duty Station: Jawalakhel, Lalitpur, Nepal
Duration: One Year (including a three-month probation period)
Working Hours: Full Time
Application Closing Date: 5 April 2023

BACKGROUND

ChildSafeNet is a non-profit non-governmental organisation, established with a mission to make digital technology safer for children and young people. ChildSafeNet works with children, young people, parents, schools, colleges, government, the media, the private sector, NGOs and international organisations to protect children and young people online to raise awareness on safer use of the internet and digital devices to protect children and young people from internet addiction, online sexual abuse and exploitation, cyber-bullying, phishing, gaming addiction and to promote digital literacy. 

PURPOSE

The Admin/Finance Officer is a crucial member of the organisation. The Admin/Finance Officer will provide administration and finance support to the organisation and will closely work with the ChildSafeNet secretariat team.

DESCRIPTION OF DUTIES

Administration

• Responsible for office management, logistical arrangement and day-to-day administration
• Procurement of office materials/ equipment preparing purchase requisition, collecting quotations and compiling them with adequate documentation
• Prepare, update and implement office policies and procedures
• Purchase, store and distribute office supplies
• Handle petty cash so that the maximum amount never exceeds the limit
• Update the inventory and maintain a proper recording system
• Ensure confidentiality of all office records
• Ensure the security of hard copy files and back-ups of soft copies of office documents
• Human resources management
• Keep records of time sheets and leaves of staff
• Ensure all the registrations of the organisation are up to date
• Coordinate and assist in the organisation of events, workshops and meetings
• Coordinate with banks, Internal Revenue Department, Social Welfare Council, District Administration Office and other offices as and when required
• Provide admin/finance/logistic support as and when required

Finance

• Prepare vouchers and make journal entries 
• Prepare data entries to Accounting Software for monthly accounts 
• Prepare monthly, half-yearly and year-end closing of accounts
• Staff salary distribution and process payments to vendors, contractors, consultants and other payees
• Ensure all expenses are made within the assigned project budgets and donor requirements/contracts as per the approved plans
• Prepare monthly bank reconciliation statements
• Facilitate audit of the organisation and projects; prepare statements and documents for audit
• Ensure deduction at source & advance payment of income tax & VAT; safekeeping of all tax and VAT-related documents and filing of e-returns
• VAT tracking and claim process
• Develop, update and implement financial systems and procedures
• Ensure that financial transactions are properly updated and recorded

QUALIFICATIONS AND EXPERIENCE

• Master's degree in business administration or a related field with at least two years of relevant experience in an NGO setting 
• Excellent knowledge of accounting
• Good knowledge of the labour law
• Good knowledge of office procedures
• Good understanding of the tax system in Nepal
• Good computer skills in using Microsoft Office, especially MS Word and MS Excel
• Good knowledge of using accounting software/s
• Excellent communication (spoken and written) skills
• Excellent interpersonal skills
• Good time management 

PERSONAL ATTRIBUTES

• A strong commitment and interest in the protection of children and young people online
• Ability to think analytically, strategically, critically, and outside the box
• Creativity, flexibility and attention to detail
• Sound planning and organisational skills (including self-management and time-management) 
• Excellent timely communication manner – online, telephone and face-to-face
• Excellent interpersonal skills, including the ability to operate effectively across organisational boundaries
• Ability to take own initiatives but also to work as a part of a team in a multicultural environment
• Ability to prepare plans, set priorities and implement activities in a timely manner
• Ability to multi-task and meet tight deadlines
• Ability to maintain the confidentiality of work-related information 
• Sensitivity to gender, ethnicity and children and young people in difficult circumstances

SALARY AND BENEFITS

Rs. 40,000 – 60,000 according to the skills and experience plus benefits as per the organisational rules

EQUAL OPPORTUNITY

ChildSafeNet is an equal opportunity organisation and the vacancy is open for all, regardless of their gender, ethnicity and socio-economic background.

CHILD SAFEGUARDING

The post-holder's work may include direct contact with children and young people, face-to-face or online. ChildSafeNet is committed to the protection of children and young people from abuse and exploitation. In order to ensure children and young people are safe, our selection process includes rigorous background checks.