Finance Officer

Swisscontact, established in 1959 in Switzerland, is a leading partner organization for the implementation of international development projects. The organization promotes inclusive economic, social, and ecological development to make an effective contribution towards sustainable and widespread prosperity in developing and emerging economies. It strengthens the competencies of people, improving their employability, increases the competitiveness of enterprises, growing their business, and fosters social and economic systems, promoting inclusive development.

Swisscontact, registered as an International Non-Governmental Organization has been operating in Nepal since 1991. Currently, Swisscontact Nepal has six development programmes across all seven provinces.

The NVQS-P is a bilateral initiative between the Government of Nepal and the Government of Switzerland. It is implemented by the Council for Technical Education and Vocational Training (CTEVT)/National Skill Testing Board (NSTB) in the federal level and by the Ministries of Social Development/Education in the provinces. The project is funded by the Swiss Agency for Development Cooperation, SDC. Swisscontact provides Technical Assistance to the project on behalf of SDC.

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

Finance Officer (1)

Location: NVQS PSU Office, Bhaktapur with occasional field visits.
Reports to: Finance and Admin Manager
Time: 100% (8 hours a day and 5 days a week)
Duration: One year with the possibility of extension

Purpose of the Job
Under the direct supervision and leadership of the Finance and Admin Manager, this position is responsible to support for day-to-day financial operations of NVQS Project – II and its activities and ensuring that the project is running smoothly and without disruptions with respect to financial and reporting needs

Essential Functions and Responsibilities

1. Compliance with policies, rules/regulations, and guidelines

• Adhere to relevant policies, procedures, rules, regulations, and guidelines of Swisscontact Nepal (Financial and Operation Manuals, Code of Conduct Against Corruption, Conflict of Interest, Basic Operating Guideline (BoG), Local Security Management Plan, Gender Equality and Social Inclusion Guideline and other specific policies guidelines and manuals applicable for the NVQS-II).

2. Management of day-to day Financial Work, Monitoring and Reporting

• Carry out all operations required for authorizing and effectuating expenditures under all types of funding and ensuring the most rational use of those funds. This includes making calculations, checking to support justifying documents and making payments. Responsible to ensure the correct financial coding on expense settlement.
• Support to prepare fund requisition to Swisscontact Head Office and plan fund request timing and transfer.
• Prepare vouchers and journal entries continuously in line with Swisscontact requirements and ensure approval of transactions at all levels.
• Monitoring the petty cash book ensuring the maximum amount never exceeds the limit.
• Make data entries to Accounting Software for monthly accounts and maintains the computerized accounting system.
• Review the claims from different vendors and disburse the payment’s Process and maintain payments of salaries and benefits of Swisscontact Project’s staff. Responsible to manage the SSF account and timely deposit of SSF and all payments.
• Manage the reimbursement of project staff’s personal telephone calls and personal usage of office vehicles and settlement of receivables and payables on time.
• Maintain bank accounts and prepare monthly Bank Reconciliation Statements.
• Responsible for ensuring the compliance of organizational policies and procedures as well as TAX/VAT rules and regulations at all levels.
• Ensure deduction at Source & Advance Payment of Income TAX & VAT from all kinds of payments and safekeeping of all Tax and VAT-related documents. Responsible for timely deposit of withheld TDS.
• Carry out the VAT refund process in a timely manner and ensure monthly VAT reconciliation.
• Prepare booking of inter-project expenses and settlement on time.
• Prepare monthly, half-yearly and year-end closing of accounts.
• Responsible for the preparation of external audits and assist to external auditors.
• Work closely with Administration Officer and engage in administrative tasks as per need.
• Ensure compliance with the procurement process and substantiation of documents at the time of payment.
• 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.

3. Assist on Budget Development Process and Technical Support to Province

• Support to prepare budgets and monthly expenditure forecasts as required.
• Contributes to the development of project budgets.
• Contribute to the Preparation of Yearly Plan of Operations (YPO).
• Maintains accurate and accessible records of budget for Project Offices in provinces.
• Facilitate to province team to get support on finance and administrative management.

4. Support to Review of the Consultancy Contract and Financial Disbursements

• Review draft contracts and provides advice on financial compliance.
• Maintains an archive of contracts and amendments both electronic and hard copies.
• Prepare and dispatch timely invoices as per the contract with external parties.
• Verify financial reports and ensure contractual compliance during disbursements.
• Visit field locations, monitor financial progress and provide support, as necessary.

5. Other Specific Responsibilities

• Professionally discharge other tasks assigned by the project management.
• Be proactive in bringing innovation and taking new initiatives in the project in coordination with project management.
• Proactively seek and contribute to inter-project collaboration with other in-house projects of Swisscontact Nepal whereas possible.
• Other duties as assigned by the supervisor.

Qualification, Experience, and Skills
The individual must conform to the following qualifications and expertise:

• Bachelor’s or higher degree in a relevant field – Accountancy/Financial Management or the equivalent.
• Minimum of three years’ work experience in Account or Finance in development cooperation with donor agencies or NGO/INGOs.
• Ability to interpret financial procedures and standards and their application.

Competencies

• High level of motivation and good communication, social, and interpersonal skills.
• Ability to work accurately with close attention to detail, and to meet deadlines.
• Respect and sensitivity towards cultural, gender, ethnicity, and religious diversity.
• Promotes a knowledge-sharing and learning culture within the project and outside.
• Demonstrates openness to change and ability to manage complexities.
• Self-development, initiative-taking.
• Demonstrating/safeguarding ethics and integrity.
• Acting as a team player and facilitating teamwork.
• Excellent time management, problem-prevention, and problem-solving skills.
• Ability to keep sensitive information confidential.
• Competent IT skills, including experience in Word, Excel, Access, and PowerPoint.
• Advanced communication skills in both English and Nepali (verbal and written).

Working Conditions and Environment

• This will be applicable in accordance with the Swisscontact Staff Manual.

Application Procedures:
Interested candidates who meet the above requirements should submit – (a) a Job Application Form, (b) a current CV with at least two referees, and (c) a Cover Letter to hr.nvqs@swisscontact.org latest by 12 April 2023

The detailed Job Description and Job Application Form can be obtained through our website.
http://www.swisscontact.org/en/countries/nepal/jobs. Please mention the position applied for in the “subject” line of your email.

Swisscontact Nepal shall not entertain any phone inquiries or other such solicitations for this position. 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).

Tagged as: Bhaktapur, Finance Officer, NGO INGO, Swisscontact