UNIT: Nepal office
REPORTS TO: Finance & Grant Director
SUPERVISES: Program Finance Officers

1. Summary Of Responsibilities

The Program Finance & Admin Manager at The Asia Foundation (the Foundation) is responsible for overseeing the overall aspect of project financial management and operations including financial and accounting system implementation, forecasting, budgeting, financial reporting, and grants. This position will be managing assigned donor portfolio(s), including compliance with Foundation and donor policies, rules and regulations, financial record keeping, and program cash flow for assigned portfolio(s).

2. Relationships

Internal

• Contact with all staff within the Foundation’s Kathmandu and provincial office.

• Contact with donors, grantees, independent contractors, banks, vendors.

3. Requirements

Education

Minimum Master’s degree in finance, business administration, or accounting from a recognized university preferred. Bachelor’s degree in management, commerce, or accounting, or substantial related experience as a minimum.

Experience

Minimum Eight years of administrative and financial management experience, preferably with donor funded international development organization/projects including financial and accounting systems development, financial monitoring, budget development and analysis, procurement, operations. Extensive experience in leading and managing the financial aspects of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations, experienced with USAID/USG financial reporting requirement. 

Other

Excellent communication and interpersonal skills in English and Nepali, and the ability to harmoniously interact with people from diverse cultural and professional backgrounds. Advanced computer skills (Microsoft Windows, Word, Excel, PowerPoint, Outlook, internet). Willingness and ability to travel to project sites within Nepal

4. Duties And Responsibilities

General Accounting and Financial Management

• Oversee overall project accounting procedures, ensuring that they are compliant with local laws, local tax regulations, the Foundation policies and procedures, and the USAID regulations.
• Ensure field office petty cash is maintained at an appropriate level for ongoing operational activities and that established petty cash guidelines are adhered to.
• Review due diligence report for grantees. 
• Review letters and amendments of grants and contracts and process for grant number, ensuring all required contractual terms and conditions are included.
• Ensure timely submission of financial reports from partners, verify financial reporting for accuracy and completeness resolve any outstanding issues, and prepare review reports. Monitor financial reports to ensure sound financial management, operations, and compliance. Contribute to capacity building of local partners. 
• Conduct regular field visits/office site visits to partner organizations to inspect financial control systems and verify bills and vouchers and prepare reports for corrective measures.
• Provide support to the Finance and Grant Director to implement any new financial control measures and conduct financial management training for the Foundation and its partner’s staff.
• Communicate with team members of the Finance and Grants unit on weekly fund requests, banking, and payment issues
• Ensure Subaward Management System (SMS) and Procurement Management System (PROMS) in a timely manner and review grant files for complete documentation. Conduct PIMS and EPLS check on grantees and vendors. 

Budget monitoring and Financial Reporting 

• Prepare periodic financial reports as per donor requirements and ensure accuracy and timely submission. 
• Coordinate with Finance & Grants Director to prepare annual budgets for an assigned portfolio with consultation with program colleagues, oversee effective budget planning, develop and implement budgeting and financial reporting process to meet financial management, forecasting as per USAID award reporting requirement. Review and analyze monthly project Cognos reports 
• Ensure project assets/inventory report is balanced against the general ledger/FAS prior to submission to USAID
• Provide annual budgets of expenditure as well as quarterly forecasts against budget statements (accruals, pipelines, etc.) as needed. Provide support to budget holders preparing and realigning budget on a need basis
• Provide support to the Finance & Grant Director preparing and updating the Foundation’s donor budget.
• Coordinate with Finance & Grants Director in preparing and submitting VAT reports to USAID for reimbursement from the IRD office on semi-annual basis.

General Administration and Management

• Oversee supervision of project finance staff and provide training, guidance, and leadership. 
• Identify areas where policies, procedures and/or practices may not align with project practice and advise project management with recommendations
• Ensure all document retention requirements are met across various departments, i.e. procurement, grants, logistics, inventory management, technical/delivery
• Manage preparation of internal and external audits, support responses and actions to internal audit comments. Ensure project internal controls are established and implemented in accordance with Foundations’ policies, USAID rules/regulations and the terms of the contract

Other

Any other tasks assigned by the Supervisor, Country Representative or designate