DETAILED JOB DESCRIPTION / REQUIREMENTS:
Administration & Finance Officer
I – Organization context
Green Path Nepal (GPN) is a national NGO working in promotion of health, environment and energy issues established in 2014. GPN strives to successfully assist people, organization’s, systems and processes in Nepal and works closely with national entities to positively contribute to the promotion of the better health and environmental status and the empowerment of communities in Nepal.
Green Path Nepal (GPN) is a national NGO working in promotion of health, environment and energy issues established in 2014. GPN strives to successfully assist people, organization’s, systems and processes in Nepal and works closely with national entities to positively contribute to the promotion of the better health and environmental status and the empowerment of communities in Nepal.
GPN in collaboration with Samyukta Safai Jagaran (SASAJA) and Kathmandu Metropolitan City (KMC) is implementing “Healthy Waste Workers for Sustainable Waste Management” project funded by Médecins du Monde- France (MdM-F). GPN is especially responsible for the overall implementation of Outcome 2 of the project which focuses on Increase risk mitigation and promotion of decent safe work opportunities in current activities and through innovation for Informal Waste Worker’s (IWWs) non-profit enterprises in Kathmandu Valley and Sisdole landfill site, Kakani Rural Municipality.
GPN is responsible in the for development of appropriate business models for IWWs non-profit enterprises ensuring maximum use of low greenhouse gases emission work equipment for business activities, carrying out market survey and entrepreneurial assessment of IWWs non-profit enterprise’s leaders and members and organizing necessary capacity building events based on the assessment. GPN is also responsible cultivating coordination among Solid Waste Management actors, including regular meetings, organizing workshops, networking and advocacy. GPN will also coordinate with other concerned partners involved in this project, strengthening organizational profile and support to produce timely and quality reports ensuring donor compliance and contractual requirements.
II- Main aims of the post
Under the direct supervision of the Director, the Administration and Finance Officer is mainly responsible for maintaining accountancy, financial administration, human resource administration and logistics services.
Terms of Reference for this position can be subject to modification depending on the evolution of the situation in country/project and the needs. Any change should however be subject to discussion and mutual agreement between the concerned employee and GPN prior implementation.
Hierarchical positioning: Reporting directly to the Director.
Summary: The Administrative & Finance Officer is in charge of administrative, financial, HR and logistic aspects of the project implementation. S/He is responsible for maintaining the payments, procurement support, maintaining HR records and general office administration including program support.
Main responsibilities
- Bookkeeping and payments
- Payroll and HR maintenance
- Procurement, logistics and maintenance
- Administrative, Maintenance and Communication
Bookkeeping and payments
- Responsible to make payments and deposits including custody and inventory of petty-cash and cheques.
- Process the payments verifying the due claims, ensuring the procedures & documentation, ensure budget eligibility and withholding tax before preparing cheques or bank transfer order.
- Proceed for advance to staffs and suppliers as per approved advance request or terms of the agreements. Responsible for the timely settlement and follow up of advances.
- Responsible to the good implementation of the project protocols and standards. Responsible to maintain the financial compliance with respects to organizational policy and practices, donor’s terms and conditions, statutory & tax regulations, and standard financial & logistics procedures and practices,
- Prepare and send the monthly/ quarterly/ annual forecast, financial reports and other financial information to the management, donors, and authorities.
Human Resource Maintenance
- Contribute for developing/updating HR related policies and implement HR programs, including periodical review of the HR policy to address the changing context and addressing the HR related issues, maintain dissemination and implementation of HR policy and practices,
- Responsible for preparation of monthly payroll, transfer/payment of salary, providing pay slips,
- Organize recruitment process in a fair and transparent manner and document the process including conduct vacancy notice publication, support to shortlist the suitable candidates, communicate the candidates, organize test and interviews as necessary, and prepare an evaluation grid in close coordination with Director/Board Representative and relevant selection team; prepare and document the selection procedure and decision of recruitment.
- Responsible to organize appointment letter, employment contract, contribute on staff induction and placement, and process probations,
- Responsible to document, maintain and update the files of timesheets, leave records, leave statements, and overtime requests, etc.
Procurement, logistics and maintenance
- Responsible for local procurement of the goods and services following the standard practices, in rational and systematic manner in adherence to procurement guideline as abide by all prevailing compliance and ethical procedures, respecting the humanitarian rules.
- Maintain the transparency of the process, the commercial rules about fair competitiveness, standardize the local market, maintaining the quality of goods/service to be procured, considering the operating and maintenance costs.
- Avoid situations and conditions that may involve or show connections with conflict of interest, corruption, fraud, financial malfeasance by ensuring the transparency in the use of procedures. Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
- Control order performance, including delivery, receipt, warranty, damages, reconcile or resolve value discrepancies.
- Prepares all appropriate and complete documentation from Purchase Request to donation/stock consumption including but not limited to quotations collected, evaluation grid, supplier details, product details etc.
- Maintain regular communication with local stakeholder and beneficiaries for providing logistics support in field operation.
- Organize the logistics arrangement for project activities such as workshops, trainings, seminars, meetings etc. and participate in program support.
Fleet Management
Inspects and ensure the staff safety, and vehicle use guidelines in rented/owned cars and bikes. Make sure that the drivers drive the vehicles in the respect of the safety rules.
Ensure proper recording on fleet management of cars/bikes (owned or rented) (e.g. logbooks, fuel consumption etc.)
Responsible to book hotels, flights and accompany visitor logistics support need etc. as per approved/ shared travel plans.
Stock and Asset
- Ensure that all equipment is well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, safety, access, etc.). Update the inventory record of the equipment, furniture and other items including periodic physical verification of inventories and report to the Director.
- Responsible to maintain the regular need of office including but not limited to stationaries, office supplies, drinking water, tea/coffee, electricity, cleaning, communication, and other essential items in the field complying the Environment policy and other relevant guidelines.
- Route, schedule, pack and prepare orders for delivery; load vehicles; schedule and oversee deliveries and pick-ups.
Administrative, Maintenance and Communication
- Implement safety measures and contribute to conduct regular safety (SOPs) briefing regarding equipment, movements and means of communication to staff.
- Responsible to document and file the legal and statutory records, maintain and update files with legal and statutory documents safe, confidential and accessible, and ensure to record all contractual documents.
- Handling, receiving, and responding the phone calls, emails, letters and information.
- Participate in internal work meetings and discuss on logistic and operational issues. Attend meetings/trainings, when organized or requested.
- Ensure all external communication are made informing the supervisor.
- Execute any other function required by the supervisor.
III – Profile of the ideal candidate
Education
- Bachelor’s degree in Business, Management, Finance or Accounting.
Professional experience
- At least 3 years of experience in logistics, accounts or administration.
- Experience working with NGO/INGO or partner organizations and government authorities: an asset
- Experience of handling accounting software.
Requirements
- Proactive, well organized and ability to manage priorities, adaptable, reliable, accountable and responsive personality
- Leadership, team-working and coordination skills
- Interpersonal and verbal communication abilities, charisma, tact and diplomacy, intercultural and difference awareness
- Assertiveness, mediation and negotiation, problem-solving and decision-making skills
- Experienced with computer skill including Word, Excel, PowerPoint, emails and other communications tools
- Valid Driving License and own vehicle (2/4-wheeler): preferred
Languages
- Nepali: mother tong
- English: fluent – both oral and written
- Local language: as an asset
NOTES TO CANDIDATES
DURATION: 1 year (Renewal)
DUTY STATION: Kathmandu
ANTICIPATED START DATE: As soon as possible in November 2021.
NUMBER OF POSITIONS: 1
CLOSING DATE FOR APPLICATIONS: 10th November, 2021 (11:59 PM)
HOW TO APPLY:
Send a letter of interest mentioning position applied for and an updated CV in English with 2 references and a cover letter to [email protected] .
No telephone inquiry is possible. If you have any queries regarding job descriptions, please email within the deadline published.
Green Path Nepal reserves the right to cancel, postpone or modify the whole recruitment process without providing any reasons whatsoever.