Job Title: Administrative / Finance Officer
No. of position: 1
Location:  Bafal  Kathmandu, Nepal 
Start Date:  As soon as possible
Length of Contract : One Year, Renewable
Salary:          Competitive 
Reporting To:        Country Director

Summary:

Days for Girls’ mission is to reverse the cycles of poverty and violence by building efficient, direct and effective means for girls and women worldwide to improve their dignity, health and standing in their communities with access to sustainable menstrual health management and reproductive health knowledge for Every Girl. Everywhere. Period.

Overview

Days for Girls Nepal is a registered non-governmental organization that is committed to empowering women and communities by promoting access to menstrual health management solutions and reproductive health knowledge.  

The organization utilizes a multipronged approach to achieve its mission.  In Nepal, Days for Girls Nepal focuses on embedding solutions to challenges created by lack of menstrual health management materials and reproductive health knowledge by partnering with local grassroots organizations and conducting comprehensive training and mentoring programs.  Trainings offered include menstrual hygiene & reproductive health education programs, the production and sale of washable menstrual hygiene kits, and enterprise development for women.

Job Description

Administrative/finance Officer position offers a unique opportunity to join the leadership team of our Nepal staff and help take the impact of Days for Girls to the next level. The Administrative Officer is responsible for overseeing all the finances of Days for Girls and works closely with the Country Director on financial planning for programs and operations. The Administrative Officer also plays a lead role in establishing and maintaining relationships with key supply partners, and tracking of sales & distributions with key customers of our menstrual hygiene products. The Administrative Officer will help to prove the impact of our enterprise model through the development of a strong value chain that helps us meet our triple bottom line: people, place, and profits.

The Finance officer reports directly to the Country Director (CD) and has functional reporting lines to the Chief Finance Officer (CFO) – Days for Girls International. The incumbent Establishes and ensures implementation of procedures, guidelines and work instructions for financial administration of the Country Office (CO) and carries out, optimizes and oversees the financial accounting within the country, to ensure efficient implementation of DFGs regional operations. He/she is responsible for preparing financial reports for local management, full charge bookkeeping including payroll, inventory control and supply chain. He/she must be trained in QuickBooks.

The ideal candidate will have experience managing an organizational or company budget, along with knowledge of supply chain and procurement logistics. The candidate should be detail oriented and business minded, while also maintaining a deep commitment to social justice and public health. Candidates must be able to prioritize tasks, and work well as part of a small, multicultural team. 

Duties & Responsibilities of Administrative Officer

Office Administration

• Assist with human resource activities including hiring & dismissal of employees and employee communications such as complaints, contact information changes, or evaluations
• Organize and update electronic and hard-copy filing systems within Administrative Department
• Managing office supplies (kits detail) stock and placing order.
• Prepare staff attendance report for staff Management.
• Update office policies as needed.
• Carry out administrative duties as need arises
• Duties & Responsibilities of Finance Officer

Accounting & Bookkeeping:

• Ensuring there are proper systems for receiving and paying out cash and cheques; setting up appropriate book-keeping and petty cash systems, and ensuring related documentation is kept;
• Ensuring other monies due to the organization are collected, that guidelines exist for action to be taken in cases of non-payment, and such action is taken if required;
• Ensuring receipts are issued, if required for money received by the organization
• Ensuring all income (including cash) is paid into the bank;
• Ensuring all bills are paid;
• Ensuring everyone handling money for the organization keeps proper records and documentation;
• Making journal entries in excel on a weekly basis (Every Friday);
• Posting (bi-weekly) journal entries to the company’s general ledger (using QuickBooks);
• Responsible for managing the company’s chart of accounts;
• Responsible for tracking and reporting the organization’s expenses. Monthly reports shall be created through QuickBooks.

Financial Management, Planning & Budgeting:

• Establishes, manages and oversees all technical and managerial aspects related to finance, grants management, results based finance and other financing instruments.
• Stays abreast of the latest developments in tax and other related laws in the country; ensures that DFG complies with all Government statutory regulations including licensing payment of taxes and social security fund; ensures timely submissions of such deductions to the relevant authorities.
• Monitors financial reports and project cost reports/invoices against budget and contract requirements, alerts Country Director and CFO of necessary contractual or management actions based on that review; identifies financial tracking and analysis tools as needed to support decision-making and ongoing management review.
• Ensures the effective management and monitoring of the annual budget for the CO and all projects and maintains strict control of all expenditures through performance-to- budget analysis on a monthly basis.
• Prepares the annual budget for the Country Office and supports the CD and Country
• team in reviewing the budget of all projects before submitting to external partners or HQ.
• Prepares cash flow projections in accordance with procedures, and manages the cash flow of the country program in order to ensure that (a) sufficient funds are always available, and (b) management is properly aware of the total funds available.
•  Responsible for liaising with the bank, the organization’s auditors or other financial institutions on behalf of the organization.
•  Responsible for preparing and implementing financial management controls.
• Ensure that the financial elements of the organization are in accord with its vision, mission and strategic plan.
• Ensures that all staff are aware of the financial accountabilities; communicates on financial expectations and provides constructive feedback on forecasts and expenditures; coordinates with country officers to set a yearly activity plan for upgrading staff financial skills and capacity and leads the implementation; ensures that all project staff are familiar with the roles and responsibilities in relation to financial management and accountability.
• Review and analyze yearly Country and Project financial planning and supports the program team in preparation of proposal and operational budgets and translation of the program activities into figures; supports the Program Officer (PO) liaising with Projects and partners in the process of budget reviews, analysis and templates. Advise CD & PO on cost recovery methods and techniques.
• Upholds the 0-tolerance for fraud policy and provides guidance to the Country Director as necessary.

Financial Reporting:

• Ensures the development of effective and efficient functioning of financial operations and systems in the CO and all Project offices.
• Preparing and presenting financial reports and accounts when required by Days for Girls International and stakeholders.
• Reporting, in writing, to the Core Management team on the organization’s financial position

Payroll & Administrative Functions:

• Monitors the payment of salaries and allowances of local staff; ensures the timely
• payment of taxes, insurance and benefits, and ensures the maintenance of payroll records.
• Ensures all financial files are complete and up to date including Social Security Payment
•  Keeps himself/herself up to date on current legislation relating to staff compensation and other relevant information related to finance.
• Purchase request- ensures whether proper purchase related templates are used and all purchases are correctly analysed and adequate supporting documents are well maintained as per the checklist and aligned with Policies.
• Travel Authorization - ensures proper Travel related Templates are used and travel related data are properly reviewed, analysed and adequate supporting documents are well maintained as per the Policies.

Qualification and experience 

• Bachelor’s degree in Accounting/ management ; MBA a plus
• At least 2-3 years’ experience in finance and administrative management in a development organization.
• Fluency in English compulsory, both oral and written.
• Familiarity and work with Quick books accounting software is preferable 

Competencies

• Possess strong analytical skills, ability to work in a self-directed fashion within a team- oriented structure, solid work ethic, and professional maturity.
•  Must demonstrate leadership qualities and the ability to perform in an entrepreneurial environment.
•  Demonstrated capabilities in creating financial systems for a growing NGO.
• A passion in areas of women’s health, girls education, and/or sustainability
• Knowledge and understanding of project finance, supply chain, and proposal writing
•  Excellence in project management abilities, both individually and as part of a team
• Ability to think ahead, plan and achieve key performance goals over a period of time
• Two wheel license holders preferred.

Nepali nationals are strongly encouraged to apply.