Finance and Administration Assistant

Chay-Ya Nepal is seeking a dynamic and detail-oriented Finance and Administration Assistant to support the financial and administrative functions of the assigned project. The ideal candidate will contribute to efficient financial management and smooth administrative operations in line with project goals and organizational policies.

A. Financial Management : 

1. Budgeting and Planning :

• Assist in the preparation and monitoring of the project’s budget.
• Collaborate with the finance department to ensure budget alignment with organizational goals.

2. Accounting and Bookkeeping :

• Maintain accurate and up-to-date financial records.
• Process financial transactions, including payments, invoices, and reimbursements.
• Prepare and manage financial documentation for daily office accounting activities.
• Supervise and monitor petty cash operations.
• Ensure compliance with accounting principles, policies, and donor guidelines.
• Conduct market surveys and collect necessary documents and quotations for tendering and procurement activities.
• Reconcile bank statements and resolve financial discrepancies.

3. Financial Reporting :

• Generate regular financial reports for internal and external stakeholders.
• Monitor and analyze project budgets to ensure accurate projections and budget compliance.
• Ensure adherence to financial regulations and reporting requirements.

4. Grant Management :

• Assist in preparing grant proposals and financial reports for funding agencies.
• Monitor and track the utilization of grant funds.

B. Administrative Responsibilities :

1. Office Management :

• Oversee day-to-day administrative tasks to ensure smooth project office operations.
• Manage office supplies and equipment.

2. Human Resources Support :

• Assist in HR-related tasks, including recruitment, onboarding, and personnel record-keeping.
• Maintain staff attendance and documented office records.
• Support the implementation of HR policies and procedures.

3. Meeting Coordination :

• Schedule and coordinate meetings, prepare agendas and document minutes.
• Assist in organizing events and workshops.

4. Communication :

• Facilitate effective communication with internal and external stakeholders.
• Respond to inquiries and requests for information.