Vertical Biodiversity Fund

Senior Finance and Admin Coordinator

Vertical Biodiversity Fund

Senior Finance and Admin Coordinator

The Vertical Biodiversity Fund (VBF) is a non-profit making company based in the Eastern Region of Nepal registered in 2017. We are working with farmers, youth, and local communities across a vertical gradient from Koshi Tappu to Kanchenjunga to protect the natural environment and to support farmers to grow organic and nutritious fruits and vegetables. In collaboration with KTK-BELT, the goal of the VBF is to become the Nepali operational entity to run the “Vertical University project” in collaboration with other local partners and stakeholders. 

Senior Finance and Admin Coordinator

Views: 1683 | This job is expired 1 week, 5 days ago

Duty Station: Eastern Region of Nepal 
Contract Duration: 1 year (Renewable) 
Positions: 1

Scope of Work

The accountant will need to manage the finance and administrative work of VBF, develop the budgets, manage the assets, communicate with stakeholders, Community, Local Government, and others regarding the project activities, and working in concert with the field team in Dharan.  

Accounting Responsibilities:

  • Overall financial planning, monitoring, and coordination of all of VBF’s activities
  • Develop a long-term accounting system for VBF that is sustainable, transparent, efficient, user-friendly, useful for audits and reporting, and compliant with all national and international laws
  • Submit the fund request form to request the budget transfers to the donor organization 
  • Ensure financial records are up-to-date with the latest transactions in accounting software
  • Checking of QuickBooks vouchers on a monthly basis along with the daily bookkeeping work 
  • Ensure management of online files and appropriate filling of electronic and hard copies of the financial documents & report
  • Partner requests monitoring and review 
  • Organize a statutory audit annually in accordance with rules of GoN within 3 months of fiscal year-end
  • Hiring auditor and drafting of an engagement letter 
  • Facilitate inspection of all financial documents
  • Monitor and ensure expenditure of project funding made in accordance with the allocated budget and approved by the designated supervisor
  • Alert Board Members regarding any financial irregularities 
  • Verify all bills and invoices including supporting documents against the approved activities and submit for approval before vetting of payments
  • Provide reporting on a monthly and quarterly basis to the donor organization with supporting documents
  • Manage banking transactions related to the project, including preparing bank transfer requests, submitting them to the bank and monitoring transfers
  • Preparing bank reconciliation statements in a monthly or bi-monthly basis based in volume of transactions
  • Reconcile all balance sheet accounts and maintain records on file
  • Compliance with TDS payment, E-TDS filing and tax return filling in accordance with Income Tax Act 2058 of GoN
  • Monitor and ensure expenditure of project funding made in accordance with the allocated budget and approved by the designated supervisor
  • Verify all bills and invoices including supporting documents against the approved activities and submit for approval before vetting of payments
  • Maintain an inventory file to support purchases of all equipment/assets on a quarterly basis with physical verification
  • Institutionalize and implement internal auditing practice for VBF and local partner organizations

Human Resource Management Responsibilities:

  • Approve leave requests
  • Draft staff, consultant, contracts, TORs, and other related documents
  • Coordinate insurances including staff medical and accidental, property and asset
  • Review staff performance and schedule appraisals
  • Notify staff regarding safety and security issues, holidays, pandemics, bands
  • Maintain Zoho people HR platform
  • Approve travel requests after review
  • Alert Board Members on the ending of contracts/ insurances and other staff-related issues
  • Monitor progress reports and staff working hours
  • Yearly labor audit within six months of fiscal year-end
  • Assist in new hire interviews
  • Posting and recruiting on merojobs.com, local newspapers, and other job portals
  • Assist in proper induction for new employees
  • Follow proper procedure for obtaining quotations from contractors and other consultants
  • Ensure proper drafting of HR policies with compliance with labor laws and the GoN
  • Preparing documents for procurement including BOQ, PRF, Quotation, Bidding document, Note to file, Minutes, CBA, PO/contract, Good received note. Negotiation with vendors, Procurement of Goods & Services, prepare monthly procurement tracker and storing hard copy & soft copy of the document in server

Legal & Government Relations Responsibilities

  • Ensure proper engagement with SWC in collaboration with KTK-BELT and other partners 
  • Monitor PA compliance for the financial aspects
  • Develop a comprehensive government relations calendar for VBF and field sub-partners 
  • Organize CPAC/MPAC meetings and ensure MPAC meetings are happening for all implementing partners
  • Drafting and communicating financial policies and regulations

Administrative Responsibilities

  • Ensure that your supervisor and other officers on field trips receive necessary logistical support to make their trip/s successful
  • Provide photocopying, scanning, and document binding services as requested
  • Assist in coordinating Vertical Farm home deliveries. Support the Vertical Farm coordinator in publicity, marketing, and promotion
  • Ensure smooth air travel management, visa assistance, travel insurance, and accommodation
  • Work with the relevant officers to arrange materials for workshops/meetings.
  • Maintain and update organizational databases
  • Organize a filing system for important and confidential company documents
  • Ensure all inventories & assets of the organization are recorded and used properly in line with project activities

Board Related Responsibilities

  • Board policy drafting facilitation 
  • Board calendar organizing 
  • Board updates 
  • Monitoring of Board Activities to ensure that it is in line with the policies and other governing laws
  • Board communication and training 

Program Administration Responsibilities

  • Draft a yearly work plan based for VBF in coordination with KTK-BELT and technical staff 
  • Ensure that all MEL framework is being adapted to
  • Monitor the ongoing project work. 

Reporting Responsibilities

  • Reporting to gaun palikas and wards on a quarterly basis of progress reports for the financial aspect
  • Provide quarterly report to donor organizations

Timing

  • The initial contract shall be for 3 months on a probationary/trial basis, during the Covid-19 period.

Duty Station: Dharan 

Timing: 

  • The deadline is November 4 2020. The initial contract shall be for three months on a probationary/ trial basis and extended upon successful completion to a longer duration based on both project funding and performance of the candidate. 

Applying Procedure

Selection Criteria:

We highly encourage minority applicants to apply including those who identify as women and indigenous community members/ minority caste groups. Internal candidates, particularly staff and fellows from our catchment areas will be given the first priority. 

We reserve the right to not hire for this position or to postpone the start date based on project funding. 

Application:

Please apply by following this link and filling out the application form along with uploading relevant documents here: https://www.ondemandassessment.com/link/index/JB-AVSTM6HH6?u=1017749.  

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