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NGO Job: Finance and Admin Officer (2008 views)


Organization: The Umbrella Foundation

The Umbrella Foundation (TUF) is a registered non-profit making, non-political, non-sectarian and International Non-Government Organisation (INGO), working in Nepal since 2005. TUF was set up in response to the growing number of children in Nepal who were displaced and separated from their families by trafficking, poverty and internal conflict in the country. It currently implements residential childcare, family reintegration, youth and education and programs. It is furthermore implementing a Child Protection in Emergencies project in partnership with UNICEF.

Position: Finance and Admin Officer

Number of Vacancies: 1

Job Location : Kathmandu, Nepal

Job Specification

Education Level : Bachelor

Experience Required : More than or equals to 5 years

Other Specification

Required Qualification for the vacant position:

• Nepali Citizen
• Minimum Bachelor’s Degree in Business Administration, Accounting or Management
• Experience working with an I/NGO or other donor agency
• Fluent in English & Nepali languages written and spoken
• Having 5 years relevant experience in the field of Accounts and Office Administration
• Be familiar with institutional donor financial requirements
• Familiar with windows based accounting packages
• Good in Office Package (Word, Excel, PowerPoint, Internet and Email)
• Familiar with busy working environment, handling with pressure of works and meet the deadlines
• Good in communication with people from diverse communities and places

Desirable Experience/Qualifications:

• Experience working with FAMAS
• Experience working with an INGO
• Demonstrable experience of being able to work well independently, as well as part of a team
• Demonstrable experience of managing a small team


• The initial contract will be for 1 year, with the option to extend based on satisfactory performance
• This will be subject to a 3 months probation period

Working Hours: Will be 20-25hrs/week, to be determined

Contract Date: Immediately

Salary: To be determined based on experience

Other benefits: As per organization policy and Labour Act of Nepal

Job Description

The Finance and Admin Officer shall be responsible for all aspects of Finance Management in the INGO; budget management, preparing financial statements, financial donor reports, tracking and accounting for expenses as well as the Administration Management of the INGO. S/he will work closely with the Country Director and be regularly updating on the financial situation of both the INGO and implementing NGO.

Overall Responsibilities:

• S/he is responsible for the Finance and Admin Department to ensure smooth financial, accounting and administration operations of the organisation building accepted systems and procedures for the organisation as well as for the partners. S/he will be responsible for partners monitoring in terms of Accounting/Financial Management, HR and Administration. FAO will report directly to the Country Directors of TUF Nepal.

Key Responsibilities:


• Providing support to obtain expatriate visas
• Liaising with relevant government offices to ensure all INGO registration is kept up-to-date

Administrative Finance:

• FAO will be responsible for making payments in cash and bank to all vendors, suppliers, consultants
• To keep track of all financial records, both in relation to petty cash and other regular expenses and make accounting entries in the computerized accounting package (FAMAS)
• Handling petty cash and making weekly reconciliation
• To handle TAX clearance and other financial compliances with Government and other concerned departments (e.g. AMP)
• Reconciliation of staff advances and making necessary entries
• To administer employee files and other files and records in order to ensure accurate payment of benefits and allowances – review of personnel records: [Staff contracts, leave reports, training, time sheet, travelling documents
• To provide appropriate support on procurements, maintain the assets and inventory list and supervise the inventory of store items & ensuring regular verification

• To resolve accounting discrepancies and irregularities, ensuring that all bills submitted by staff are legitimate and correct
Partners Payment:
• Arrange for fund transfer to partners following procedures as per Financial Guidelines
• Preparation of documents and ensuring that same support partners payments to include payment request format and sign off by authorized project officer, agreement, budget forecast etc
• Finance Monitoring of Partners
• Visiting the partners regularly in order to ensure the transparency and accountability in terms of utilising the funds and writing reports mentioning the action points
• Providing training to partners and also implementing different monitoring tools ensuring efficient utilisation of funds
• To provide overall supervision and guidance to the implementing partner NGO where required

Reporting and Documentation:

• To prepare financial statements for all projects
• To ensure budget planning, forecasting and reporting and to assist the NGO on the same
• Monitor and ensure project and administrative spending are in line with agreed budgets, identify potential project under or over expenditures
• To prepare regular financial reports, customised periodic reports and submit in timely manner
• To prepare donor financial reports as per the requirements of the donor
• Provide regular updates to the Country Director on all finance-related matters

Financial Management and Audit:

• To deal with banks and carry out monthly bank reconciliation of existing bank accounts
• To manage the financial audit preparation, coordination and finalisation process
• To work on cost saving where ever possible and work together with the team for all other potential cost saving measures
• To analyse financial information to recommend or develop efficient use of resources and procedures, provide strategic recommendations and maintain solutions to business and financial problems

Development of Policies and Systems:

• To work with the management to build Financial and Administrative Policy, ensure effective implement of the Financial & Administrative policies and procedures of the organization
• To suggest/facilitate about the development of other guidelines i.e. Finance Manual, Partner Finance/Systems guidelines and Partner Monitoring Guidelines

Last date to apply: May 27th 2019.


Interested and suitable candidates are encouraged to submit application stating how his/her experience match the requirements of the position as specified above along with CV to the following email address:

Preference will be given to competent women, Dalits and people from marginalized communities. Only short-listed candidates will be notified for selection process. Deadline for application is May 27th 2019.

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