Finance Officer

Terre des hommes Foundation Nepal

Terre des hommes Foundation (Tdh) is a leading Swiss non-government organization who is active in the protection of vulnerable children. Founded in 1960, Tdh helps to build a better future for disadvantaged children and their communities, with innovative approached matched to practical and sustainable solutions. Active in more than 30 countries and in Nepal since 1985, Tdh develops and implements…

Job Information

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    Duty Station Kathmandu
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    Type of Appointment Full time
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    No. of Openings 1 opening
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    Salary Competitive / Monthly
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    Job Category Finance & Accounting ,NGO | INGO | Charity
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    Job Level : Mid-Level

Job Description

Terre des hommes Foundation(Tdh) is a Child protection focused Swiss INGO that has been active in Nepal for 36years. Tdh Nepal delegation is seeking a qualified and dynamic Nepali National to work in the project/s related Transnational Trafficking in Persons (TIP) and Child Protection for the following position:

FINANCE OFFICER

Reporting to: Line Manager

Work Station: Kahtmandu with frequent travels in project location

General responsibilities (Overall purpose):

  1. To ensure appropriate and efficient management of financial accounting matters of the project/s
  2. To ensure that adherence and compliance with Staff Regulation, Financial Rules and Regulation (FRR), and Risk Management Policy are properly maintained as well as good practice and direction properly adhered to
  3. To ensure that financial requirement, rules and compliance of USAID funding and Tdh are adhered at Tdh as well as Partners’ level
  4. To oversee and monitored of procurement processes of Tdh and partners, finance and administrative procedures of partner organizations; including accuracy and validity of all financial transactions of partners

Specific roles and responsibilities:

1.  Monhtly budget forecast and follow up:

  • Support to Line Manager and Project Manager to prepare operational budgets and to review project budgets
  • Scrutinize and analyze the over or underspending of budget/expenditure of project (Tdh & Partner) on monthly basis and report to Line Manager
  • Supports to finalize budgets that presented to Tdh by partners ensuring their calculation are correct and estimated expenditure are relevant and realistic.
  • Support to prepare budget follow up (BFU) of partner and Tdh in coordination with Project Manager
  • Prepare monthly financial versus programmatic (quantitative) progress of partners.
  • Perform other related tasks as assigned by Line Manager and Project Manager

2.  Finance management, accountancy and auditing

  • Support Line Manager to prepare monthly account closing-up SAGA (Accounting software) to send it to HQ in time
  • Prepare the Purcahse and Service Request Form, Payment and Advance Request Form and Payment Vouchers and obtain the approval from budget holders and posting the financial transactions including transactions into SAGA on daily/monthly basis according to the specified Projects, Chart of Accounts coding & Donors coding requirements
  • Follow working advances, debtors, creditors monthly basis, and inform to Line Manager
  • Ensure payroll/salary sheet of each staff and consultants calculated and adjusted as per contracts
  • Follow up the partner and inform immediately any discrepancy to the Line Manager and Project Manager, and sort out the issues,
  • Make sure no payment is made without proper authorized signatures on documents according to Staff Regulations, Financial Rules and Regulations,
  • Make sure that the vouchers generated from the system are prepared, signed and cross-checked with supporting documents
  • Reconciliation of the bank statements with the bank book entries and preparing correction entries in consultation with the Line Manager
  • Lead to conduct annual statutory audit exercise as per Department of State award reguirement, as well as implementing partners by implementing the Audit Action Plan based on auditor’s recommendation
  • Ensure invoicing, filing the supporting documents of the project as per donor requirements and guidelines
  • Perform monthly internal review and financial audits of NGO partners and submit the report to Line Manager and Project Manager
  • Perform other accounting tasks as assigned by Line Manager and Project Manager

3.  Admin and logistics management:

  • Check that the relevant and authorized signatures are part of Purchase & Service Request, Purchase Order, receipts and different administrative forms and templates
  • Check and prepare funds availability for the running of partner office: coordinate to request monthly fund request to HQ according to forecast budgets in liaison with Finance and Admin Coordinator
  • Support to ensure all office hardware in Tdh Nepal officer are working and are functional.
  • Supervise the maintenance of utilities (water, communication, electricity) of the Tdh office; including facilitation of necessary repair and maintenance work as required
  • Oversee the day-to-day office administration, documentation, and tidiness of office premises
  • Perform necessary coordination and liaison functions with concerned agencies like local bank, tax office, insurance co. and travel agents
  • Arrange logistical needs related to projects like fleet management, flights and car booking at field level and timely follow up & settlement of working advances

4.  Monitoring of finance and administrative procedures of NGO partner organisations:

  • Visit partners frequently to monitor, review, audit and supervise their financial delivery, verify supporting documents in coordination with concerned Project Manager and Line Manager
  • Receive and verify monthly financial Reports and Statements together with supportive documents from partners as required by Tdh country office and support to post in to SAGA on monthly basis
  • Capacity Building of partner: Support to execute Organization Capacity Assessment Tools (OCAT) of partner as per request from partner to enhance their capacity in the areas of compliance, quality of works and financial management
  • Ensure a partner’s financial monitoring report is prepared, reviewed and submitted with succinct recommendations in line with Tdh and donor’s requirement and compliance to the Project Manager and Line Manager
  • Ensure that partners are fully aware of donors’ and Tdh’s Risk Management Policy and all clauses and provision of Partner Cooperative Agreements
  • Make sure that partners are fully aware of the donor financial compliance, rules and requirement to mitigate the financial risk and all clauses and provision of donor contracts
  • Support to enhance the capacity of partner organization and support them in setting up/updating and maintaining Finance and Admin policies, procedures/systems through field visits and desk monitoring
  • Ensure proper filing and effective documentation of all papers related to NGO partners
  • Upload/archive all documents including signed vouchers and supportive papers in OneDrive/SharePoint of Tdh as advised by Line Manager
  • Support to conduct annual (donor) audit at headquarter level with support of Line Manager

5.  Procurement, logistics, inventory and fleet management

  • Carry out market research and take lead on the procurement of office goods, equipment, stationery, materials, and other items required for Tdh and Tdh projects, and update the suppliers/service providers’ roasters annually
  • Ensure purchase requests (PR), and Comparative Bid Analysis in compliance with Financial Rules and Regulations and Country Profile is done
  • Ensure the logistics arrangement includes transportation, hotel booking, air ticket, etc. for Tdh staffs and visitors
  • Prepare vehicle fuel consumption log, mileage and check vehicle logbooks
  • Provide technical supports to NGO partners in the aeras of purchasing, delivery and logistical management related to Tdh funding in line with donor’s requirement, rules and compliance

6.  Government and Donor’s Compliance

  • Support and coordinate with Project Manager, Line Manager and Tdh team to ensure that Government, Tax Office and donor’s requirement and compliance are precisely adhered to according to project documents and project agreement
  • Adhering the risk management polices and guidelines at partner and Tdh level and raise the red flag if anything arises

Salary and benefits: Please mention your gross salary expectation in your cover letter. The salary and benefits will be commensurated with an academic qualification, relevant work experience and competency.

Deadline for application:  10 June 2021. Mention the position title in the subject line when applying via email (pdf file).

Expected Starting date: 1 July 2021

Required Qualification & Experience

Qualification, Experience, Skills and Competencies required:

  • Bachelor degree in Management, accounting or related field
  • At least five years of working experience in finance and procurement in I/NGO sector, preferably with experience with overseeing USAID or Department of State award funding.
  • Good understanding of financial procedures. Laws and policies related to finance, procurment and NGO partner management
  • Good knoweldge on internal audit and financial review and analysis
  • Experience and willingness to frequently travel to and work with remote and underprivileged communities
  • Good expérience in NGO partner’s budget review and management

Languages

  • Good command over English and Nepali language (written and spoken) are required

IT Knowledge

  • Have a mastery of IT tools (Office Pack, Microsoft Office) and skills of handling accounting software

How to Apply

Please email your signed copies of CV/Resume and a cover letter to:

Country Director

Terre des hommes (Tdh)

Kathmandu, Nepal

Email: npl.contact@tdh.ch

All employees of Tdh must adhere to the Tdh child safeguarding and risk management policies. Prior to appointment, a thorough background check will be made to ensure the successful candidate is suitable to have contact with children.

Tdh promotes workforce diversity. Tdh provides a safe working environment for all its employees; following the principle of equal opportunity Women, persons living with a disability, religious minorities, people living with HIV AIDS and  candidates from the LBGQ community are encouraged to apply.

Only shortlisted candidates will be contacted. No telephone queries will be entertained. The recruitment and selection procedures of Tdh reflect its commitment towards child protection. Tdh reserves the rights not to select any of the candidates.

The nature of humanitarian aid work is unpredictable. A high degree of flexibility is expected by employees to meet the demands of the organization and the work it carries ou