Administration & Finance Officer

Nepal Health Sector Support Programme (NHSSP) is a technical assistance programme to the the Government of Nepal’s Ministry of Health and Population (MoHP), funded with UKaid. The programme is a technical component of the UK’s support to the MoHP under the Nepal Health Sector Programme-3. It is designed to support the goals of Nepal Health Sector Strategy (2015/16-2020/21) and contribute to the MoHP’s efforts to provide quality health services leaving no-one behind. 

The programme is running from April 2017 and has recently been extended until December 2022 to cover the overarching priorities of Health System Strengthening at Sub National Level. It is implemented by a consortium that is led by Options Consultancy Limited, with HERD International and Oxford Policy Management. 

UKaid / NHSSP is seeking highly qualified professional to fill in the  following positions:

Nepal Health Sector Support Programme (NHSSP) is a technical assistance programme to the the Government of Nepal’s Ministry of Health and Population (MoHP), funded with UKaid. The programme is a technical component of the UK’s support to the MoHP under the Nepal Health Sector Programme-3. It is designed to support the goals of Nepal Health Sector Strategy (2015/16-2020/21) and contribute to the MoHP’s efforts …

Administration & Finance Officer

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The main purpose of the job is support in smooth operation of NHSSP Office in Province.

Main duties

Administrative Support

  • Managing the official e/mails and document system (e/filing of incoming and outgoing letters with reference)
  • Managing the telephone system: answering the calls, taking messages, call logs of international calls etc
  • Filing and reporting of staff leave request
  • Greeting visitors in a welcoming environment and being their first point of contact for queries
  • Maintain updated record of current electronic address book of programme contacts (government counterparts, programme consortium, programme team, external development partners) that is regularly updated by Programme Support Officer
  • Support in photocopying, scanning and printing of documents, including quality printing and distribution as needed
  • Supervise cleaning, plumbing, water supplies for the office
  • Responsible for regular maintenance of office and office equipment e.g. water/electricity supply, officer general repair, printer, photocopy machine etc. Keep the maintenance log up to date
  • Support in typing, printing and formatting of official letters, documents
  • Management of office supplies, stationery, toiletries and pantry
  • Responsible for local contract management and renewal
  • Ensure UKaid/NHSSP branding and visibility in official communications: letters, document, banner and leaflets etc.

Inventory Management, Logistic support and procurement:

  • Responsible to maintain and update assets register for field office (provincial)
  • Responsible to assist programme team members in logistics management.
  • Liaise with Office Manager in all logistics arrangements for meetings, workshops, training and others events of NHSSP.
  • Ensure, meeting/workshop registration and alignment with invoices.
  • Responsible for managing normal tea, coffee and lunch requests for official meetings as approved
  • Responsible for daily office vehicle mobilisation locally as per request and in coordination with Province Lead Coordinator.
  • Responsible to ensure compliance of vehicle policy for vehicle management
  • Procurement of office goods and services as approved by the authorities
  • Responsible to maintain procurement policies and compliance as required
  • Coordination with Office Manager in the process of procurement
  • Keep Log of distribution of office supplies/stationeries (requisition slip)

Account/ Finance Support:

  • Responsible for collection of invoices against office utilities, vendors, suppliers, consultants etc. and timely payment
  • Responsible for ensuring that all the invoices and supporting documents are checked verified before making payment
  • Responsible for compliance of financial policy and internal control system while making payment
  • Prepare and disburse advance payment for staff field visit, programme meeting and workshops
  • Follow up of outstanding advances and ensure for timely settlement
  • Financial/accounting support for Programme during meeting, orientation and workshop as required
  • Support to prepare monthly forecast for operational and programme expenses based on annual workplan.
  • Responsible to maintain books of account based on provincial programme ledger heading in Excel (standard template).
  • Responsible for reconciliation of advances, bank and cash balances, verification with Central Office Account
  • Responsible for preparation of monthly account based on standard template.
  • Financial reporting (electronic and hard copy) to Central Office office with complete set of account reports monthly.
  • Responsible to safe custody of cash, cheque books and other official valuables.
  • Work in close coordination with Administrative and Finance Team in Central Office
  • Responsible to report immediately in case of financial irregularities if notices to the line management
  • Be aware of NHSSP Policies and ensure compliance in conducting duties

Security

  • Ensure safety and security of office premises
  • Responsible for office keys
  • Ensure compliance of NHSSP security system, policies and procedures

Applying Procedure

Interested candidates are requested to visit the link given below and apply by 21th January 2021.

Job application link: https://reliefweb.int/organization/options#jobs

UKaid/NHSSP is an equal opportunities employer

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