JOB OPPORTUNITY

Swisscontact, established in 1959 in Switzerland, is a leading partner organisation for the implementation of international development projects. The organisation 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 Organisation has been operating in Nepal since 1991. Currently, Swisscontact Nepal has six development programmes across all seven provinces.

Quality Technical and Vocational Education and Training for Youth (QualiTY), Phase 1 project is a bilateral initiative between the Government of Nepal and the Government of Switzerland. It is implemented by the Ministry of Education, Science and Technology, Council for Technical Education and Vocational Training at the Federal level and Ministry of Social Development / Education at the Provincial level. Swisscontact Nepal provides technical assistance to the project through the Project Support Unit (PSU) at Federal and Provincial level on behalf of the Swiss Agency for Development and Cooperation (SDC).

Swisscontact Nepal invites applications from the committed and experienced Nepali citizens for the following position.

Position: Finance and Admin Officer – Provincial

Numbers: 1 (One)

Location: Pokhara, Gandaki Province with occasional field visits
Reports to: Province Manager
Time: 100% (8 hours a day and 5 days a week)
Duration: One year with the possibility of extension based on satisfactory performance

Purpose of the Job

Under the direct supervision of the Province Manager, each position is responsible to support a day-to-day financial operations/activity of QualiTY project in at least two Province offices and ensure that the project is running smoothly and without disruptions with respect to financial and administrative needs.

Essential Functions and Responsibilities

1. Compliance to the policies, rules/regulations, and guidelines

Adhere to relevant policies, procedures, rules, regulations, and guidelines of Swisscontact Nepal (Financial and Operational Manuals, Code of Conduct Against Corruption, Conflict of Interest, Basic Operating Guideline (BoG), Local Security Management Plan, Gender Equality and Social Inclusion Guideline, Guideline on Prevention of Sexual Exploitation, Abuse, and Harassment (PSEAH), Communication Guideline and other specific policies guidelines and manuals applicable for the Swisscontact Nepal.

2. Financial Monitoring and Reporting

• Carryout all operations required for authorising and effectuating expenditures under all types of funding and ensuring the most rational use of those funds. This includes making calculations, requesting funds, checking supporting, justifying documents, and making payments.
• Support Finance and Admin Officer – Federal for finance related works.
•  Prepare vouchers and journal entries continuously in line with Swisscontact requirements.
•  Monitor petty cash book ensuring the maximum amount never exceeds the limit.
• Review the claims from different vendors and support Finance and Admin Officer- Federal for the payment process.
•  Maintain bank accounts and prepare monthly Bank Reconciliation statements.
•  Support in the preparation of external audits and work with them.
•  Ensure the Fixed Asset register is maintained, regularly updated and physical verification 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. Administrative and Logistic and Security Management

• Oversee and administer the day-to-day activities of the office.
• Support Finance and Admin Officer – Federal for admin related work.
• Manage office equipment and infrastructure to ensure a well-running office.
• Make logistic arrangements including flight reservations, hotel and vehicle arrangement for project staff, visitors/partners, donors, consultants, volunteers and interns.
• Support to prepare correspondence, memos, reports, presentations, minutes of office meetings and emails to local counterparts, donors or other related offices or agencies in relation to the office operations.
•  Update and manage filing system of the official documents for both hard and electronic copies.  Ensure IT and phone services to all employees of QualiTY project and ensure proper maintenance of IT equipment.
•  Monitor vehicle mobilisation and ensure logbook, fuel, maintenance and analysis of vehicle run cost and suggest necessary improvements timely.
• Check safety and security of office premises and advise staff on the risks during political unrests.

4. Procurement & Inventory Management

• Perform all procurement related activities such as process purchase requisitions, invitation of quotations, request for proposals, preparation of comparison chart and procurement contract, preparation of work orders, negotiate contract terms and conditions, and maintain supplier relationships.
• Responsible for proper inventory management and record keeping of all fixed assets, insurance of assets, reconciliation of physical stock, prepare reports on adjustments done to inventories that are damaged, spoilt, etc., conduct physical verification of inventory.
•  Contribute to a harmonious work environment.  Adhere to any other duties requested by the supervisor.

Qualification, Experience, and Skills

• Bachelors’ or higher degree in a relevant field – Accounting/Financial Management or the equivalent.
•  Minimum of three years’ work experience in Accounting or Finance.
• Ability to interpret financial procedures and standards and their application.
• Professionally discharge other tasks assigned by the project management.
• Be proactive in bringing innovation and taking new initiative in the project in coordination with project management.
• Proactively seek and contribute to inter-project collaboration with other inhouse projects of Swisscontact Nepal whereas possible.
• Other duties as assigned by the supervisor. www.swisscontact.org/en/countries/nepal 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.
•  Promote a knowledge sharing and learning culture within the project and outside.
•  Demonstrate openness to change and ability to manage complexities.  Self-development, initiative-taking.
•  Demonstrate/safeguard ethics and integrity.
•  Act as a team player and facilitate teamwork.  Excellent time management, problem-prevention, and problem-solving skills.
•  Able to keep sensitive information confidential.
• Competent IT skills, including experience of Word, Excel, Access, and PowerPoint.
•  Fluency in written and spoken English and Nepali are a must.

Working Condition and Environment

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

Application Procedure

Please fill up the Job Application Form by clicking the link given below and upload your updated Resume with recent passport size photo and copy of citizenship in the same link. https://app.smartsheet.com/b/form/ef88ae9508dc4705abf43f39cdc1dca2

The deadline for form submission is 06 May 2023.

Only shortlisted candidates will be contacted for the selection process.

Swisscontact Nepal reserves the right to reject any or all applications. Swisscontact Nepal shall not entertain any phone inquiries or other solicitations for these positions. Swisscontact Nepal promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (Women, Dalit, Janajati, Madhesi/Terai, and other minority communities), thus encourage people to apply from these backgrounds. Priority will be given to local candidates.

To apply for this job please visit www.swisscontact.org.

Note: We published this job vacancy only for the information. So, please read the details and apply on the mentioned website or e-mail address.