Finance and Admin Assistant

Website Swisscontact

JOB OPPORTUNITY

Swisscontact is a leading partner organisation for the implementation of international development projects. In Nepal, Swisscontact is registered as an INGO that started its operations in 1991. Currently, Swisscontact Nepal (SCN) has five development programmes across different provinces of the country.

SCN provides technical support to the Council for Technical Education and Vocational Training (CTEVT)/National Skill Testing Board (NSTB) to implement Nepal Vocational Qualifications System Project (NVQS-P). The Government of Switzerland/Swiss Agency for Development and Cooperation (SDC) provides financial and technical assistance to develop National Vocational Qualifications System (NVQS) and to establish a corresponding NVQ Authority in Nepal through NVQS-P.

For the second Phase of NVQS-P, we invite applications from committed and experienced Nepali citizens for the following position.

Finance and Admin Assistant

Number of Vacancies: 1
Location: One Finance and Admin Assistant in NVQS Project Support Unit (PSU) Office at Lumbini Province with frequent field-visits and visits to next assigned province
Reports to: Technical Coordinator
Duration: One year with possibility of extension

Purpose of the Job

Under the direct supervision and leadership of Technical Coordinator, this position is responsible to support the day to day financial and administration operations of NVQS Project at provincial level and to ensure that the Swisscontact’s project is running smoothly and without disruptions including store keeping and inventory management.

Essential Functions and Responsibilities

The incumbent is expected to perform following functions:

  • Carryout all operations required for authorizing and effectuating expenditures includes making calculations, requesting funds, checking supporting documents, and making payments with the support of NVQS Project Office at federal level.
  • Prepare monthly, half-yearly and year end closing of accounts.
  • Prepare vouchers and journal entries continuously in line with Swisscontact requirements.
  • Operationalize and monitoring of the petty cash book at provincial office within a given ceiling.
  • Make data entries to Accounting Software for monthly accounts and maintain the computerized accounting system.
  • Review the claims from different vendors and disburse the payments.
  • Prepare budget and monthly expenditure forecast as required and support for preparing monthly reports as per requirements of the Project.
  • Prepare and dispatch timely invoices as per contract with external parties in close consultation with NVQS Project Office at federal level.
  • Maintain bank accounts and prepare monthly Bank Reconciliation Statements.
  • Prepare fund requisition to NVQS Project Office at federal level and plan fund request timing and transfer.
  • Assist in monitoring the expenditure processes in accordance with policy and procedures.
  • Ensure deduction at Source and Advance Payment of Income TAX and VAT from all kind payments and safe keeping of all Tax and VAT related documents.
  • Support for the preparation of external audits and work with external auditors.
  • Ensure the Fixed Asset register is maintained, regularly updated and physical verification is done periodically.
  • Ensure adequate provision for safeguarding office assets including insuring property, managing, and mitigating risk.
  • Oversee and manage the stock ledger ensuring it is maintained and regularly updated for non-fixed assets, i.e., office supplies, publications, books, vehicle logbooks etc.
  • Perform the similar kind of duties for another province (Gandaki or Karnali) as assigned by the project management.
  •  Other duties as assigned by the supervisor.

Qualification, Experience and Skills

The individual must conform to the following qualifications, experience, and skills:

  • Bachelor’s degree in a relevant field – Accountancy/Financial Management or the equivalent.
  • Minimum of three years’ work experience in Administration or Account or Finance, preferably in development cooperation or NGO/INGOs.
  • Ability to interpret financial procedures and standards and their application.
  • Excellent time management, problem-prevention, and problem-solving skills.
  • Ability to work accurately with close attention to detail and to meet deadlines.
  • Ability to keep sensitive information confidential.
  • Demonstrate high level of ethical behavior.
  • Competent IT skills, including experience of Word, Excel, Access, and PowerPoint.
  • Fluency in written and spoken English and Nepali are a must. Working Conditions and Environment
  • This will be applicable in accordance with the Swisscontact Staff Manual.

Application Procedures:

Please submit your current CV with at least two referees, Job Application Form and a cover letter to info.nvqs@swisscontact.org latest by 20 November 2021.

Please mention the position applied for in the “subject” line of your email.

Swisscontact Nepal shall not entertain any phone enquiries or other such solicitations for these positions. Only shortlisted candidates will be contacted for the selection process. Swisscontact Nepal reserves the right to reject any or all applications.

Swisscontact Nepal promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (Women, Dalit, Janajati, Madhesi/Terai and other minority communities).