Duty Station: Kathmandu based with frequent travel to Dharan 
Contract Duration: Initial trial period is two steps: 1 month initial trial to be extended to 3 months and then a 1 year contract with the possibility to extend to 3-5 years. 
Position: 1

Scope of Work

The Senior Finance and Administrative Coordinator 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 and Eastern Nepal. 

We are willing to provide a competitive comprehensive package to a highly qualified, respectful, hard-working individual. Please be aware that the application and hiring process as well as the trial period is quite lengthy as we are looking for the best candidate. 

Accounting Responsibilities:

• Financial planning, monitoring and coordination
• Submit the fund request form to request the budget transfers from the donor on a quarterly basis 
• Submit quarterly budget report with the PPA agreement along with all supporting documents
• Checking of tally vouchers on a monthly basis
• Organize a statutory audit annually in accordance with rules of GoN within 3 months of fiscal year end
• Assist the BoD with the hiring of the auditor
• Facilitate inspection of all financial documents
• Monitor and ensure expenditure of project funding is made in accordance with the allocated budget and approved by designated supervisor and in accordance with the PPA 
• Alert Donor agency and Board of Directors regarding any financial irregularities
• Verify all bills and invoices including supporting documents against the approved activities and submit for approval before vetting of payments
• Coordinate Internal Audit Process
• Implement transition from Tally to Quickbooks
• Develop the chart of accounts for Quickbooks and implement
• Maintain all books and accounts for the designated project site
• Ensure all funds are being spent as per the donor guideline and PPA approval
• Supply all receipts to the donor with supporting documents
• 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
• Ensure management of online files and appropriate filling of electronic and hard copies of the financial documents & reports
• Scan vouchers and ensure dropbox files are managed properly
• Bank related work as per required
• Compliance with TDS payment, E-TDS filing and tax return filling in accordance with Income Tax Act 2058 of GoN
• Open new sub-accounts after receiving approval from SWC 
• Monitor and ensure all sub-accounts are maintained as per the financial policy and protocol
• Ensure that the financial policy is up-to-date as per the norms and guidelines of SWC and the government
• Develop financial sustainability plan in collaboration with the team to ensure that VBF is financially sustainable beyond 2024
• Develop a business plan and strategy 
• Setup endowment fund for the long-term sustainability of the project
• Ensure the fund is managed properly
• Ensure all receipts and supporting documents are available for an audits from US donors or the IRS

Human Resource Management Responsibilities:

• Oversee all HR related duties
• Approve leave requests in collaboration with the Project Lead
• 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
• Organize weekly all staff meeting online
• Scanning of all HR related documents
• Alert Co-Directors on the ending of contracts/ insurances and other staff related issues
• Monitor progress reports and staff working hours
• Yearly labour audit within six months of fiscal year end
• Assist in new hire interviews
• Posting and recruiting on merojobs and hireselect
• Assist in proper induction for new employees
• Follow proper procedure for obtaining quotations from contractors and other consultants
• Ensure IT consultant provides email IDs and website changes to reflect the organogram 
• Ensure proper drafting of HR policies with compliance with labour laws and the GoN
• CIT/ SSF deposit
• Facilitate the receipt of visa for expats and also team members traveling abroad
• Ensure smooth air travel management, visa assistance, travel insurance and accommodation
• Plan on any hires, assist with the hiring process, induction etc.
• International staff visa and work permit execution
• Conflict resolution
• Flag any inconsistencies in attendance or performance from Team members
• Based on the work hours, activity reports and attendance submit payment to the employee 

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

Procurement related

• Manage overall direction, coordination, and evaluation of procurement for goods and services;
• Implement procurement strategies to maintain security of supply and optimum value for money;
• Perform all procurement and contracting activities including pre-qualification, tender management, negotiation, and preparation of contracts;
• Set policy and guidelines for cost effective procuring and delivery process;
• Develop key relationships with stakeholders and suppliers to improve the procurement process;
• Implement change and develop new strategies and procedures to improve the procurement process;
• Initiate negotiations of contract with suppliers to acquire best prices and services;
• Recognize cost reduction opportunities to procure the goods and services at the desirable prices to meet the financial goals.
• Perform market and delivery trends analysis to improve procurement technologies and processes that shall support the current trends;
• Guide and support the Procurement Committee of the project in purchasing the goods and services for the project conforming to the PRR then in force and approved exceptions related to the fast track mode of construction and procurement.

Fixed Asset Management

• Oversees the proper maintenance of the fixed asset register by recording information related to fixed assets and ensuring the accuracy and integrity of such information. Information includes but is not limited to: data relating to the stewardship and control of fixed assets; costs related to the acquisition and disposal (including transfers and retirement) of fixed assets; expenditures related to fixed assets; depreciation charges; impairment charges.
• Ensures proper systems are in place for the accurate tracking of existing fixed assets and manages the Outsourced periodic physical verification review process.
• Coordinates and liaises with departments and client offices to obtain full cooperation on asset management, receiving and stock management, physical inventories and data reconciliations.
• Monthly report compilation of each of the land assets in collaboration with the field team through site surveys
• Proper filing of all land related documents
• Proper payment of taxes and other financial issues relating to the land assets
• Ensuring that each of the land asset has signboards with information of each of the land profile, ownership, activities that will be undertaken 

SWC related:

• Coordination of logistics for MPACs
• Submit all SWC-related reporting requirements 
• Develop a calendar with the deadlines associated with SWC
• Ensure all work being done is following the PA logframe 
• Stay abreast of all requirements in order to ensure organization complies with all Nepalese statutes and regulations, particularly Social Welfare Council (SWC), including tax-related requirements, annual non-profit reporting requirements, employment requirements and audit requirements, among others

Program Administration Responsibilities

• Ensure that all programmatic activities happen as per the Project Agreement and Project Partnership Agreement
• Ensure that all budget codes align with the PA and PPA 
• Ensure that project teams in the field are aware of all financial policies and procedures ahead of the project execution including the format of receipts, minuting documentation, etc. 
• Ensure that after the execution of the project, all supporting documents have been filed in the appropriate online folders in Dropbox or Sharepoint 
• Support the logistics and operations of the program execution 
• Support with the filing and reporting of the program activities
• Collect all supporting documents for all programmatic activities to upload onto Toladata, Dropbox and sharepoint

Reporting Responsibilities

• Draft and review final donor financial report prior to submission on a semester basis
• Donor reporting schedule development
• Develop annual report
• Reporting to gaun palikas and wards on a quarterly basis of progress reports for the financial aspect
• Ensure that all reporting work is being done on time and as per the guidelines

Qualifications * please do not apply if you don’t meet minimum requirements

• Minimum Master’s Degree in Management with 8-years of experience in a similar position. ACCA Certification preferred. 
• Minimum 5 years of experience working in NGO/ INGO sector *please note without any experience, we cannot review the application. 
• Chartered Accountant would be favoured 
• Fluency with Tally accounting software and QuickBooks
• Complete fluency in written and spoken English and Nepali 
• Nepali typing ability a must
• Highest degree of gender and caste sensitivity is a must
• Experience in organizing internal and external audits
• Prior experience of working in NGO environment with experience of coordinating with international donors on accounting/financial management is required
• Demonstrated computerized financial management, accounting, and procurement skills
• Knowledge of specific Nepali rules and regulations regarding finance and accounting, and ability to brief non-finance staff these rules and regulations in an effective manner
• Highest degree of personal integrity
• Highly professional with strong interpersonal skills

Timing: 

• The deadline is April 26, 2021. The initial contract shall be for one month consultant contract and then extended to three months and longer as a staff upon successful completion of the two-step process.