Job Title: Administration and Finance Officer

Location: Kalaiya Bara with field visits to programme districts

Line Manager: Project Manager

Duties and Responsibilities

• Compliance of Policies Guidelines and Manuals 
• Ensure compliance of the JJYC's policies, guidelines and manuals (personnel, financial and administrative, safety and security, HR and others)
• Ensure adherence to the JJYC Code of Conduct and Anti-Corruption policies

Planning, Budgeting and Reporting

• Support the Project Manager in preparation of annual plan of action and budget and narrative financial reports
• Prepare overall and project-specific periodic financial reports as per the requirements of donor(s), government and head office
• Monitor budget according to programme phase and annual budget, prepare reforecasts, and ensure adherence to annual program and budget
• Prepare financial plans, review and report variance on monthly management accounts published by head office and reporting for donors

Financial Management 

• Check invoices, prepare payment and vouchers and post weekly into accounting system
• Handle cash and bank transactions including preparation of checks, bank transfer requests and other correspondence with banks
• Manage staff accounts for salary and benefits and other related accounts 
• Facilitate and support internal and external Audit
• Keep proper record of all financial transactions
• Prepare cash and bank reconciliation; reconcile fund account on quarterly basis 
• Monitor insurance of personnel, goods, vehicles, house etc.
• Ensure financial control system is functional and timely payments and settlements of the advance are made

Administration

• Manage agreements and contracts of staff, NGOs, consultants etc.
• Support local partners in financial planning and reporting
• Ensure computer based inventory systems (House Inventory, Human Resources, Staff Salary and Benefits, Vehicle Operation and Maintenance, etc.) are developed, implemented and up dated regularly
• Ensure proper implementation of the administrative aspects of the programme
• Maintain record of water, electricity, telephone and internet bills and arranges for timely payment
• Ensure proper management of filing system of the documents (both hard copy and computer based) 

Other

• Perform other tasks as dispensed by Project Manager

Person Specification (Education, Skills, Experience and Competencies)

• Bachelors/ Master's Degree in the related field (e.g. Business Management, Business Administration, etc.)
• Recognized accountancy qualification
• Minimum 5 years of working experience in a similar senior position; working experience with INGOs an advantage
• Sound knowledge and skills on budgeting, financial management and reporting
• Good understanding of development programme budgeting, financial management and operational system, and PCM
• Proficiency in using office application software; ability to produce, understand and analyze standard database reports; and efficiency in using communication applications
• Practical experience in and commitment to work with youth
• Understanding of issues related to gender, social equity and poverty alleviation
• Result-oriented personality/ maintaining deadlines
• Excellent interpersonal, intercultural competencies and team player
• Good communication in Nepali and English, both written and oral
• Ability to effectively communicate and put his/her idea forward
• Showing initiative in making processes more effective and cost efficient

Safeguarding and Vulnerable Adults

JJYC Bara is committed to ensuring the health, safety, welfare and development of all people with whom it works regardless of gender, age, stage of development, disability, sexual orientation, religion, culture or ethnicity.  All participants who take part in activities organised by us should enjoy taking part in these without fear of harm.  

Anti-Corruption Policy

It is JJYC's policy to conduct organisation business honestly, and without the use of corrupt practices or acts of bribery to obtain or receive an unfair advantage. 

JJYC is committed to ensuring adherence to the highest legal and ethical standards of organisation conduct. This must be reflected in every aspect of the way in which we operate. We must conduct all our dealings with integrity. Bribery and corruption harms the societies in which these acts are committed and prevents economic growth and development. Any breach of JJYC’s policy will be regarded as a serious matter and will be dealt with under our disciplinary procedure. In serious cases, it may be treated as gross misconduct leading to summary dismissal.

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. However, it is inevitable that responsibilities and tasks may from varied and unpredictable.  It is expected of the staff to respond with a flexible approach when tasks arise which are not specifically covered in this job description. Should an additional responsibility or task become a regular part of an employee’s job, the job description will be amended in consultation with the employee.