Finance & Administration Associate

Finance & Administration Associate, ILaM Project

Location: Kohalpur

Company Description

WWF Nepal, the global conservation organization leading international efforts for a living planet, seeks applications from qualified Nepali candidates for the following full-time position. If you think you are an achiever and willing to work within a diverse team in a multicultural environment with commitment and passion for what you believe in, you are highly encouraged to apply.

Our Mission:

At WWF Nepal, we firmly believe people and nature are inextricably linked. Our mission is to stop the degradation of our planet’s natural environment, and build a future Nepal in which people live in harmony with nature.

Our Vision:

From its origins as a small group of committed wildlife enthusiasts, WWF has grown into one of the world’s largest and most respected independent conservation organizations, active in over 100 countries.

Over this time, WWF’s focus has evolved from localized efforts in favor of a single species and individual habitats to an ambitious strategy to preserve biodiversity and achieve sustainable development across the globe.

WWF-Nepal envisions a prosperous Nepal, with an active and socially responsible citizenry that a greater sense of stewardship towards the environment.

Our Core Values:

We celebrate and respect diversity in nature and among the people, partners, and communities with whom we work. Across the many cultures and individuals that represent WWF, we are unified by one mission, one brand, and one common set of values:

Courage: We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
Integrity: We live the principles we call on others to meet. We act with integrity, accountability, and transparency, and we rely on facts and science to guide us and to ensure we learn and evolve.
Respect: We honor the voices and knowledge of the people and communities that we serve, and we work to secure their rights to a sustainable future.
Collaboration: We deliver impact at the scale of the challenges we face through the power of collective action and innovation.

Job Description

Major Function:

The WWF-GEF project, Integrated Landscape Management to Secure Nepal’s Protected Areas and Critical Corridors Project is executed by the Ministry of Forests and Environment (MOFE), Government of Nepal. The project has a geographic scope of the Terai Arc Landscape (TAL) in Nepal. The project seeks to achieve the following objective: to promote integrated landscape management to conserve globally significant forests and wildlife. Over the five year project period, the project objective will be achieved through the implementation of four interconnected components: 1) National capacity and enabling environment for cross-sectoral coordination to promote forest and landscape conservation; 2) Integrated Planning for Protected Area Buffer Zones and Critical Corridors in the Terai Arc Landscape; 3) Forest and human-wildlife conflict management for improved conservation of targeted protected area buffer zones and corridors in the Terai Arc Landscape; and 4) Knowledge Management and Monitoring and Evaluation. The project will result in a reduction in the threats impacting the corridors and protected areas in the TAL, benefitting the ecological integrity of these largely forested areas, the globally significant wildlife populations that they support, and the resilience of forest dwelling communities. The improved conservation and sustainable management of forest resources will result in habitat connectivity, increased carbon storage and sequestration and restoration of degraded habitats, and continued delivery of ecosystem services that support local populations.

Under the direct supervision of the Finance & Administration (F&A) Manager, the Finance and Administration (F&A) Associate will be responsible for the overall budget and financial management of the field office. S/he will ensure timely submission of budget, financial reports, etc. while ensuring compliance with all legal requirements. S/he will also be responsible for day-to-day operation of the field office, including all administrative and Human Resource roles. This position is based in the field office and requires substantial travel to the remote project sites.

Major Duties and Responsibilities:

1. Program Accounting and Financial Management

• Maintain program and accounting records for the project as per standard accounting and financial procedures. Maintains weekly and monthly data backup of financial information. Collect invoices from vendors, expenses claim form, invoice of recurring expenses of field offices on regular interval, verify the expenditure and forward to Project Management Unit (PMU) for the payment process.
• Ensure and guide to maintain project accounts of implementing partners through Small Grant Agreement (SGA)/ Inter-Office Agreement (IOA) of Government Partners as per standard accountancy and financial procedures.
• Provide budgetary input for preparing annual work plans for the project.
• Ensure availability of funds in project for smooth implementation of the annual plan.
• Monitor the expenditure reports and pattern and report of SGA/IOA exceptional matters to the project team, F&A Manager and take initiative for appropriate action.
• Support periodic review of work plan/budget and facilitate grant amendment.
• Ensure financial and administrative compliance in field project operation

2. Budgeting, Contracting and Monitoring

• Provide budgetary support in implementation of the programs.
• Prepare SGA contracts to get the required signature before handing over the copies to the concerned parties.
• Monitor the periodic expenditure reports and contractee’s deliverables and report exceptional matters to the F&A Manager for appropriate actions.
• Conduct regular financial monitoring to ensure the field project partner follows project’s standard policies, procedures and compliance provisions mentioned in the contracts.

3. Audit Preparation and Follow up on Recommendation

• Provide support to the auditing of Project’s accounts, disseminate the audit reports to partners and appropriate recipients on a timely basis and take follow-up actions to implement audit/monitoring recommendations.

4. Inventory Management

 

• Manage records of the project-field office inventory items and equipment on regular intervals to have an up-to-date inventory status and carry out write-off process and disposal of unused/damaged inventory items, if any.
• Take appropriate measures for safeguarding the project’s properties, including project staff with insurance coverage as per the provisions in Project Operation Manual (POM).

 

5. Administration and Procurement

• Responsible for project administration to support overall functioning of the project operation of the field office in close coordination with F&A Manager.
• Facilitate administrative coordination, HR support, fund flow management, and ensure project safety securities.
• Responsible for day-to-day office management.
• Provide support in processing project staff hiring and other HR management.
• Maintain/update staff personal file with information related to changes in roles, responsibilities, annual performance appraisal and leave records.
• Arrange procurement and logistics for project activities.
• Arrange regular field staff management committee meetings, provide logistics. Take meeting minutes and ensure needful actions of the decisions.
• Supervise project support field staff as delegated by the F&A Manager.
• Write support and service contracts on behalf of the project following standard policies and procedures.
• Provide orientation of the POM to the project staff for operational understanding and compliance assurance.

6. Reporting

• Responsible for regular expenditure of field offices, work completion financial reports of the projects of Small Grant Agreement (SGA)/ Inter Office Agreement (IOA).
• Monthly, quarterly, half yearly and annual financial reports to be submitted to the F&A Manager.
• Weekly and monthly Data back-up of the financial information and other databases.
• Periodically update the field project’s safety/security situation to the project team.
• Report to F&A Manager with quarterly and annual leave record of project’s field staff.

7. Coordination/Communication

• Maintain operational relations with the implementing partners and government line agencies, municipalities, DFO Office, National Parks, DCCs, NGOs and INGOs, CFUG, BZUC.
• Communicate any operational issues, and challenges to the F&A Manager at PMU for needful support and clarities in operational compliance.

8. Other Duties

• Performs other duties as assigned by supervisor according to project needs and plays an active role in successful operation of projects.​​​​​

Supervisory Responsibility: Directly supervises the support staff of the field office

Working Relationships:

Internal – Works closely F&A Manager, PMU Members, Project field team & WWF GEF Agency Finance Team.

External – Works closely with implementing partners, governmental and non-governmental representatives, as well as other stakeholders in the field.

Qualifications

Knowledge: Minimum Bachelor’s Degree in Management/Finance and Administration, Knowledge of financial accounting and administration is required. Working with TALLY Accounting Software will be an added advantage.

Experience: Minimum 3 years of relevant working experience in the field or a project experience.

Skills and Abilities:

• This position requires attention to detail, the ability to keep accurate financial records, and the ability to effectively prioritize and work accurately under time constraints.
• S/he should have good coordination and English language skills and should be a self-starter.
• Strong interpersonal and team-player skills are essential.
• Working knowledge of one local language will be an added advantage.
• Skilled in Microsoft Office package.

Additional Information

Interested applicants are requested to apply for the position by 17:00 hours on December 3, 2024. Only shortlisted candidates will be informed.

Please do not click on “Apply with Indeed” button once you start the application process.

All your information will be kept confidential according to EEO guidelines.

WWF is an Equal Opportunity Employer. Please join us in our mission to save life on Earth.