ADMINISTRATIVE AND FINANCIAL COORDINATOR

Position Title: Administrative and Financial Coordinator.

Duty station: Kathmandu with frequent travels to project sites in rural areas (approx. 40% of the time).

Placement: Hierarchically and functionally under the supervision of Country Programme Coordinator.

Contract Type: Consultancy of 180 days/calendar year; or Full Time Contractual Appointment (negotiable with the incumbent candidate); renewable on annual basis.

Remuneration: Daily consultant fees or monthly payment depending on contract type according to the qualifications and work experience within the organization’s framework (negotiable to a limited extent).

Start Date: March/April 2021 or based on mutual agreement; probation period of 3 months, extensive familiarization period for work with partners in the field can be foreseen.**

BACKGROUND

Fastenopfer is a Swiss international catholic development agency supporting church and non-governmental organizations in Nepal including in 14 countries around the world.Fastenopfer (FO) is committed to sustainability and addressing unjust structures in the societies preventing the most vulnerable people from having access and control over the most vital resources. It aims at empowering communities in solidarity instead of giving out handouts.

Consultants for Change (CfC) is a Nepal based consultancy firm established to support development work as a process of change of clients seeking professional support. CfC is mandated by Fastenopfer to Coordinate Nepal Country Programme under an agreement between them. FO has planned further vitalization of its engagement in Nepal following its Mid-term Review back in 2018. The new projects are to be systematized with proper identification needs and gaps of the communities the partners are work with. Projects with existing partners either have to be phased out or re-vitalized in the new context while new partners have to be recruited.

In this context, CfC is seeking a Finance and Administration Coordinator to strengthen its capacities to accompany and monitor its work in Nepal. CfC entrusts its candidate the administrative and financial objectives with the following priorities:

· To ensure that CfC is well organized and meets daily logistical, financial, general administrative and secretarial needs to achieve its objectives.

· To support partner organization in project planning particularly in human resources and budgeting so as to comply with the requirements of donors and the law.

· To ensure that all reports contain all Minimum Requirements according to the guidelines and mandates of the clients.

· To ensure that CfC meets all tax compliance and human resource obligations by law to carry out the required mandates.

TASKS AND RESPONSIBILITIES

General Administration

· Establish and maintain an orderly filing system of all documents regarding contracts, financial documents, budgets, reports etc.

· Ensure all financial and administrative processes are adhered to the norms, rules and practices.

· Stay updated on new rules and regulations applicable to NGOs and companies relating mandatory approval requirements of the government including the effects of annual budget of the government.

· Support the coordinators in elaborating contracts and agreements for consultants, auditors etc. in seeking legal and other professional advices in various matters upon instructions.

· Ensure working space is managed and maintained facilitating effectiveness and efficiency.

· Ensure all office equipments and vehicles are up kept and periodically maintained.

· Provide logistical arrangements for various meetings, conferences etc.

· Organise project road trips and flight bookings, transport arrangements, itineraries, hotel reservations, visa appointments for partners, visitors.

· Provide general programme support work and oversee office cleanliness and maintenance.

· Support the coordinators in recruitment processes.

· Ensure that all members of the organisation are properly insured and their safety taken into account.

· Initiate, Refine Job Descriptions and Contracts and look for human resource related to the mandate.

· All the jobs are planned, verified and followed up rationally.

Financial Management

· Maintain standard financial books, accounts in accordance to the law and requirements.

· Prepare statements of receipts, payments and requests for disbursements.

· Make payments to suppliers, service providers, office supply, consultants, office rent, insurances etc.

· Reconcile the financial receipts and payments at cash box and at bank.

· Plan and seek authorisation for all expenses.

· Manage transport and maintenance expenses.

· Ensure all petty cash and submitted reports are quarterly prepared and signed by the management.

· Monitor cash flows vis a vis the budgets.

· Ensure that all taxes, fees and social insurances and other liabilities are paid accordingly.

Project monitoring for compliance

· Support the Coordinator to ensure that all projects are planned and implemented along the clients’ key policies, documents and decisions.

· Ensure quarterly and annual reports as well as reports on events (Workshops, Visits) are timely and of standards and update relevant follow-up sheets; follow up with partners for punctuality and clarity as required.

· Analyse and comment all reports and documents related to financial management and administration submitted by partners to CfC and monitor their adherence practices, principles and policies adopted.

· Ensure partners send monitoring data in good quality and in time and aggregate them in an agreed data compilation sheet.

· Support partners in organizing external annual audits along client’s guidelines and follow-up the implementation of the recommendations of the external audits.

Institutional Support to Partners

· Provide close support to clients’ partners to set-up and strengthen sound systems of financial management and accounting and to old partners adjusting their settings in case of gaps and needs.

· Frequently perform capacity strengthening and verification visits to partners’ project and units where accounts are kept or originated,

· Support clients’ partners in project planning particularly in human resources and budgeting so as to comply with the requirements of donors and the law and support them to increase their capacities in financial reporting.

· Conduct capacity building sessions to staff of clients’ partner organizations upon common agreement.

· Support clients’ partners in recruiting, managing and assessing performance of their staff.

· Ensure that CfC and clients have complied to moral and statutory requirements in their dealings including the abuse of authority, detrimental behaviour to peoples’ health and environment and sexual harassments.

Communication and reporting

· Ensure strong communication and co-ordination with partners.

· Assist with internal and external communication and discussions as delegated by the managing director while preserving identity and principles of clients and CfC.

· Update partners and colleagues of CfC on new rules and regulations applicable to NGO and companies.

· Submit visit report to coordination office after each project visit (format to be provided).

· Prepare all CfC’s financial reports and send them as per the requirements and mandates.

· Support CfC in the elaboration of proposals for institutional fundraising and back-donor reporting.

· Network with like-minded organizations in the field of financial management, accounting and administration.

Safety and security

· Assess safety and security of staff and property based on available information and bring threats and risks to the notice of CfC, follow-up mitigation or risk reduction measures.

· Ensure IT and communication safety and regular back-ups of all data of the office.

· Continuously assess major risks and follow developments in the context and the legal framework affecting the partners and regularly briefs the team as well as the partner organizations.

Key qualifications, competences and SCOPE

· Master’s in Public or Business Administration with relevant specialization in development or Masters of Commerce supplemented by studies relevant to development or degree in Rural Development with Finance and Administration related disciplines or Chartered Accountancy with relevant experience.

· At least 3 years of working experience with administration and financial management in (I)NGOs or other civil society actors. Five years if the degree is inadequate.

· Proven competences in project management and Project Cycle Management instruments.

· Proven experience and knowhow in knowledge management and dissemination an asset.

· Ability to plan, set priorities and multitaskinggiving attention to details.

· Proven ability to work independently including rural travel, as well as working in multidisciplinary teams.

· Openness, integrity, transparency, flexibility and confidentiality with respect to diversity of cultures.

· Excellent communication and interpersonal skills; networking skills is an asset.

· Excellent written and oral skills in English and Nepali – having or ability to acquire local language/dialects would be an advantage.

· Excellent IT-skills (word, excel, powerpoint, accounting software and skills in electronic knowledge acquisition and management) with ample awareness on media addiction.

· Enthusiasm and ability to get familiar with the subjects related to the job would be yet another advantage – the job demands extensive background reading and writing.

· Ability and willingness to extensive travels by all means (flight, drive, on foot) and stay for several days in remote and harsh field locations of the country.

· Possession of a two/four wheel vehicle with Driving Licence is an asset.

· Approachable at odd hours in general and particularly in situation when response to immediate situations required.

· A female applicant particularly from Nepal’s deprived social groups given priority and support.

· The job demands hard work but provides opportunity with growth and exposure.