Term of Appointment: Annual contract, open-ended and performance dependent
Remuneration: Negotiable according to qualifications & experience within a framework.
Start Date: To be started immediately.
Key Qualifications, Competencies and Scope:
- Bachelor’s Degree in Business and Finance-related subject with 1-3 years of experience in financial and administrative responsibilities. The person must be able to maintain a complete account system of a small organization, both physically and electronically and deal with government bodies on related matters. A Master's is not automatically an added advantage.
- Proficiency in spoken and written Nepali and English (near TOEFL level) with reasonable handwriting.
- Basic Computer and Electronic Communication Skills (Word, Excel, PowerPoint, Internet, Email and a level of AI applications)
- Basic General Knowledge (to the level of Public Service Exams for a Gazetted Class III Officer)
- Understanding of Nepal’s School Education System with a historical understanding will be an added advantage.
- Understanding of the concept of political economy and global ecological concepts with commitment to the cause of the deprived, is important.
- Capacity to travel on foot long distances and ability to work in harsh living conditions (not applicable to physically challenged persons).
- Biking skill and a two-wheeler driving license
Desired Personal Qualities
- Zeal to work for change for justice and environment
- Good listening and observation skills with an attitude of leading by example - who does not mind getting their hands dirty.
- Self-motivated – taking initiative to take the job forward – creating a working environment
- Good interpersonal skills and a good understanding of diversity and discrimination with an understanding of Nepal’s cultural and natural diversities.
- Function and the Role of Civil Society
Tasks
Bookkeeping
- Prepare vouchers and necessary accounts
- Update financial statements as well as day-books, ledger and cash books
- Verify purchased material and ensure their registration
- Make regular payments and necessary fees and taxes, including payments for utilities
- Maintain petty cash
- Get cheques signed by the concerned board members
- Collect cash and cheques from concerned donors and parties
Procurement
- Purchase necessary day-to-day stationery, and other expendable materials including tea/coffee for office operation in Kathmandu office.
- Purchase necessary materials for field offices as required regularly and in special events
- Get a quotation and information for larger purchases
- Update stock book, such as stationery, furniture, equipment etc including loaned material if any.
- Get updated on new products and possibilities.
Budgeting, Reporting and Renewal
- Prepare/revise organizational and institutional budget.
- Timely financial reporting and project audits
- Deliver reports, letters and publication to the concerned organizations
- Deliver necessary supplies and materials to field offices
- Timely statutory audit and renewal at the concerned offices
Logistics Arrangement
- Make arrangements of hotels and training venue for programs organized in Kathmandu
- Make travel arrangements including bus and air ticket for official visits of staff as necessary
HR Management
- Maintain the records of the staff: appointments, leave, and benefits.
- Communicate with the staff on HR matters as practices and be entrusted.
- Maintain rules and procedures for staff benefits and welfare.
- Help review staff performance from time to time.
- Explore and find ways for staff wellbeing and welfare.
Office Management
- Maintain and repair office equipment (telephone, computer, scanner, fan, heater, stove, boiler, inverter and battery, furniture, vehicle and so on).
- Maintain office (general cleanliness – rubbish disposal, dust on surface, kitchen utensils cleaned, leakage-breakage, batteries upkept.
- Arrange office material to the best of one's knowledge to look pleasant and make working conditions efficient for all.
- Upkeep kitchen and utensils, supplies and tea arrangements for guests including tiffin arrangements for staff.
- Typing letters and documents in Nepali and English (dictated or copied) as required.
- Design and Layout of reports and home publications.
- Contact and get material to be printed.
- Maintain office file system and other papers.
- Get back up and relevant data in the computer.
- Maintained contacts (phone, email etc) of relevant associates – people and intuitions.
- Take minutes of the meetings and follow up the decisions made.
- Get oneself updated on latest methods of office management – hardware/ software aspects concerning the job.
- Check general CEPP email and take actions as required.
- Get information and update the Site.
Coordination and Communication
- Make regular contact with field office and program staff
- Follow up for regular reports/statements or send as necessary/decided
Delivery of materials, reports and publications
- Deliver reports, letters and publication to the concerned organizations
- Deliver necessary supplies and materials to field offices
- Deliver cheques to the concerned parties
Expected Outcomes
- Linkage and Coordination maintained with related organizations.
- Annual budget is prepared and reviewed timely.
- Reports are produced in time and made available for processing.
- Organisation renewal is done in time.
- Logistic arrangement made properly as and when needed.
- Documents and publications delivered to related organization and in time.
- Necessary office supplies delivered to field offices on time.
- Concerned parties received payment in time.
- Regular supply of stationery and expendable office materials.
- Stock and Inventory Book is maintained and updated regularly and loaned items are received back and followed up.
- There is answer to material shortcomings despite availability of resources.
- Financial statements are prepared on time and forwarded to the concerned.
- Vouchers are kept with necessary supporting documents observable at any time.
- Cheques and other financial documents are kept safe and updated.
- Receipts and payments are made in time – no complaints for payment or delays for receipts.
- Updated stock book exists and material can be located at any time.
- Staff records are updated and retrievable all the time.
- There is good communication among staff and performance is good.
- Office and office equipment, furniture and vehicles are repaired and maintained regularly – office is kept tidy and organized.
- No item is perceived unattended by the staff or the visitors.
- Letters, documents and publications typed, prepared, laid out and designed.
- Papers and data found when needed.
- Internal dimension of the office is effective and efficient – no pending jobs, no broken stuff, retrievability is high. Legal documents are kept safe.
- No deadlines of the tasks known officially are broken by anybody without notice with reasoning.
- The person is well organized with task priorities, check-lists and the area of knowledge for self-improvement.
- Mails are responded and/or forwarded as required and the website is updated.
