Vertical Biodiversity Fund

Senior Finance and Admin Officer

Vertical Biodiversity Fund

Senior Finance and Admin Officer

The Vertical Biodiversity Fund (VBF) is a non-profit organization 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. Our farms operate as demonstration hubs or resource centers for local rural farmers to learn about environmental sustainability. The Vertical Biodiversity Fund is also carrying out important habitat conservation work in various regions working with a broad array of local partners and funders.

The Vertical Biodiversity Fund (VBF) is a non-profit organization 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. Our farms operate as demonstration hubs or resource centers for …

Senior Finance and Admin Officer

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Scope of Work:

Responsibilities related to Budgeting:

  • Ensure implementation of best practices in budgeting, accounting, auditing, and procurement, compliant with the laws of Nepal and meeting donor requirements
  • Ensure that the financial management practices endorsed by VBF adhere to local by-laws and financial policy
  • Ensure availability of financial information for examination, assessment, and review by donor partners and the GoN.
  • Ensure that earmarked funds are used for explicitly stated purposes
  • Establish consistency in financial planning and budgeting for all programs and components

 Responsibilities Related to Accounting:

  • 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 headquarters
  • Ensure financial records are up-to-date with the latest transactions in accounting software (Tally).
  • Ensure management of online files and appropriate filling of electronic and hard copies of the financial documents & reports
  • 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
  • Prepare quarterly project financial reports
  • Compliance with TDS payment, E-TDS filling 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
  • Responsibilities Related to Auditing:
  • Organize a statutory audit annually in accordance with rules of GoN within 3 months of fiscal year-end
  • Institutionalize and implement internal auditing practice for VBF and local partner organizations

Procurement:

  • Preparing documents for procurement including BOQ, PRF, Quotation, Biding document, Note to file, Minutes, CBA, PO/contract, Good received the note. Negotiation with a vendor, Procurement of Goods & Services, prepare monthly procurement tracker and storing hard copy & soft copy of the document in server

Contract Management:

  • Prepare contract documents for vendor/Supplier of house rent, internet services, security services, Vehicle rent, Audit services & other goods, get consent from both parties, receive good & Services, crosscheck of goods & Services, payments, Prepare contractors list with expiries dates.

Asset Handling: 

  • Prepare Asset list, putting inventory number, semiannual physical check of items and report preparation, prepare discards note, ensure of availability of items when needed, regular update & prepare monthly reports. 

Inventory Management:

  • Receive goods from supplier, physical check of damage and sort items with purchase order and invoice, store inventory and prepare the stock card. Issue stock on request, prepare stock issue voucher, re update stock. Prepare monthly stock report

Administrative Related Duties

  • Assist in the coordination of activities for visitors to the field project and other sites including making hotel reservations and arranging transport in consultation with relevant officers
  • Receive and transmit mail
  • Receive and make telephone calls and keep records of these calls and the relevant accounts or projects to be charged
  • Maintain a team schedule for planned meetings and tend to routine correspondences and administrative functions especially in the absence of the officers
  • 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
  • Provide filing services, archiving and offer circulation of mail service within the office
  • Assist in sale of produce for The Vertical Farm
  • 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
  • Support the finance officer in recording financial transactions in accounting software
  • Maintain an organizational calendar and help schedule appointments
  • Schedule in-house and external events
  • Provide logistical support for event management (workshops/seminars/training etc.)
  • Ensure all inventories & assets of the organization are recorded and used properly in line with project activities

HR-related duties

  • Ensure proper filing of personnel documents and maintain a digital archive of personnel documents 
  • Ensure proper record-keeping of attendance and leave
  • Assist in recruitment process documentation with assessment sheets 
  • Assist in proper induction for new employees
  • Ensure staff insurance policies (Group life and medical insurance)

Key Qualifications/Special Skills and Experience:

  • Highest degree of gender and caste sensitivity is a must
  • Complete fluency in written and spoken English and Nepali
  • Minimum Bachelor’s Degree in Management with 3 years experience in similar position. Having professional accounting certificates (CA/ACCA) would be an advantage
  • Familiar with Tally accounting software. Quickbooks a bonus
  • 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
  • Ability to walk across difficult terrain to reach project sites
  • Highly professional with strong interpersonal skills

Timing: The initial contract shall be for three months on a probationary/trial basis

Remuneration: Based on experience and project resources 

Duty Station: Dharan with some travel to project sites and Kathmandu

Contract: 1 year (1-month trial)

Documents to be submitted by the Applicant:

  • Resume/CV
  • Cover Letter stating qualifications, work experience and salary expectation
  • Professional Copy of academic certificates and/or other relevant documents
  • Name, email, and phone number for 3 professional references
Applying Procedure

Please send all application materials to ‘[email protected]’ with ‘VBF Finance Officer’ in the subject heading of the email

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