VACANCY ANNOUNCEMENT
Organization: SNV Netherlands Development Organisation
Administrative and Finance Officer
Dhangadhi, Nepal
Company Description
SNV Netherlands Development Organisation is a
not-for-profit international development organisation. Founded in the
Netherlands nearly 50 years ago, we have built a long-term, local
presence in 38 of the poorest countries in Asia, Africa and Latin
America. Our global team of local and international advisors work with
local partners to equip communities, businesses and organisations with
the tools, knowledge and connections they need to increase their incomes
and gain access to basic services – empowering them to break the cycle
of poverty and guide their own development.
SNV is seeking one long-term expert Administrative and Finance Officer
for 19 months for the “Promotion of Renewable Energy in Rural Areas”
(RERA) a GIZ funded project to be implemented in Province 7.
Job Description
• The Administration and Finance Officer reports to the Country
Finance Manager of SNV. As part of the financial duties the positon
holder will be responsible for day to day accounting transactions
including petty cash, bookkeeping, cash accounts and bank
reconciliations.
• S/he will prepare payment and receipt vouchers, including preparation of monthly financial reports.
• As part ofthe logistics duties s/he will be responsible for arranging
official travels, maintaining and updating inventory lists and any
ad-hoc logistical tasks.
• The position holder will perform all tasks and responsibilities as per
SNV’s internal control procedures and procurement guidelines and also
as per GIZ’s reporting guidelines within the framework of Project’s Key
Performance Indicator.
Responsibilities of the position includes:
Administration:
• Contract Management – Prepare/draft contract, prepare overview of contracts (paid amount, instalment schedule, outstanding)
• Manage office correspondence
• Organize, document and archive relevant documentation, keep files
complete and up to date and maintain quality and accessibility of
archive and files, confirm administrative procedures and filing
procedures as laid down in Internal Control Framework (ICF) and local
law/instructions
• Manage and maintain project files in line with audit compliance, ICF and archiving procedures
• Support to the Project team as required on other project related tasks not covered here for better
functioning.
Finance
• Responsible for day to day financial administration and analysis of financial data; checks on accurate
booking of expenditure following project budget line and expenditure booking procedures.
• Responsible for checking and consolidating financial and non-financial
data in the project administrations, provides internal and external
reports following internal control procedures of
SNV and GIZ.
• Manage petty cash for small frequent payments to the suppliers/ service providers for office running
utilities and facilities.
Procurement
• Process purchase of equipment and stationary items and propose
maintenance and replacement when required in line with internal policy
Logistics
• Keep an up to date inventory list of equipment, assets and means of transport, and the relevant
contracts and leases including safeguarding of assets;
• Ensure routine maintenance of vehicle and office equipment; computer,
photocopier, telephone, electricity, water supply, toilet are placed and
functioning well. Monitor all continuing service contracts and
recommend for renewal in time;
• Perform inventory verification at least two times (June and December of the current year) a year;
• Ensure comfortable and functioning facilities fit for work and SNV operation;
• Manage car services and assign cars for meetings and workshops on a priority and need basis;
• Facilitate disposal for never to be used and damaged office equipment and assets.
Safety Security and Preparedness • Determining and maintaining requirements for emergency preparedness in SNV/ Province 7 Office;
• Establish and maintain an inventory and records of stocks, assets and
material separately ensuring easy access to everybody relevant to
emergency situations and risk mitigation measures;
• Check regularly working conditions of the security equipment like fire
extinguishers, smoke detectors, earthquake alarms and emergency light
and make sure timely refilling and recharging of them;
• Maintains environment by monitoring and setting building and equipment
controls and ensuring preventive maintenance requirements and stock
take of emergency supplies;
• Monitoring of the situation relevant to security and natural disasters and advise on action to be taken;
• Act as focal point for staff in the Province 7 office for all security and associated logistical requirements;
• Advising staff and visitors on all security related issues;
• Keeping a database on number of staff, their location inside Nepal, movement and communication
details to be updated on a daily basis;
• Establishing rules, guidelines and procedures for the safety and security of staff, assets and
program implementation activities;
• Documentation and update of rules, guidelines and procedures in the
form of briefing notes, handbooks and other adequate documents;
• Establishing and negotiating contingency plans (in particular for medical emergencies and
relocation or evacuation measures);
• Providing briefings and trainings for staff, based on the above rules, guidelines and procedures;
• Ensuring minimum requirements for office and vehicle safety are met
(i.e. fire extinguishers in office and First Aid Kits in vehicles);
• Planning, implementing and maintaining the operational setup of
Security and crisis response in Office, including regular safety,
security drills.
Qualifications
• Bachelor’s degree, in Business Administration, Finance, Procurements or Logistics Management
• At least five (5) years of progressive experience related to finance,
procurement and logistics management in a multi-cultural environment
with three (3) years working experience in international organisations
• Substantial knowledge of standard logistics procedures and practices
• Demonstrated experience in ensuring compliance to existing organisational systems, processes and
procedures
• Good knowledge of tax rules and regulation of Government of Nepal
• Knowledge of security and risk management including ability to support rapid assessment and immediate response needs
• Ability to multitask and deal with stressful situations as well as ability to work in volatile environment
• Good communication and representation skills and fluency in written and oral English and Nepali
• Strong IT skills and proficient in Excel, Word, Outlook, and PowerPoint
• Experience of working with GIZ funded programme will be an added advantage;
• Aspiring for good service delivery with strong people centred skills,
and interpersonal skills, committed, pro-active and dynamic
Additional Information
Contract Type: Employment Contract
Duty Station : AEPC Office, Province 7
Period of Performance: 19 months (19 February 2018 to 18 September 2019)
Last date to apply: 29 January 2018
via: www.merorojgari.com
