Experience Required

More than 2 years

Position

Finance, Administration and Logistics Officer

Project

Humanitarian Response, Recovery and Resilience

(HR3)

No. of vacancies

1 (One)

Date of Announcement

11 September 2026

Duration

One Year

Location

HR3 project field office, initially serving Rasuwa

and Nuwakot, with regular travel between field locations, suppliers, warehouses

and Kathmandu; potential deployment to Dhading.

Reports to

Project Implementation Lead

Supervises

no direct reports initially unless assigned

later

Travel / deployment

Frequent with surge travel for

procurement, dispatch and distribution.

About Habitat for Humanity Nepal

Habitat for Humanity Nepal is an international

non-governmental organization that is driven by the vision that everyone

deserves a decent place to live. Our partnership with communities, governments,

private sector including entrepreneurs and financial institutions, youth

networks, and academia, allows us to serve low-income families by improving

habitability, tenure security, access to basic services and affordability of

housing solutions.

Our integrated programming serves to benefit 3 million

people over the next three years, through direct and incremental construction,

affordable housing finance, affordable construction technologies and services,

and evidence-based policy advocacy for housing adequacy as a fundamental right.

Responding to the root causes of inequity in the housing ecosystem, Habitat

Nepal leads with a systems-strengthening approach, facilitating development of

inclusive housing markets, removing key policy barriers and empowering

communities through people-centered approaches, for a stronger and more

equitable housing ecosystem.

About the Project

Habitat for Humanity Nepal works with communities,

governments and partners to advance safe, adequate and resilient shelter and

housing. Following the 2026 flash floods, the Humanitarian Response, Recovery

and Resilience (HR3) Project supports a pathway from emergency shelter to early

recovery and safer, climate- and disaster-resilient housing. Initial

implementation will focus on Rasuwa and Nuwakot, with Dhading or other approved

affected locations added as needs and funding evolve.

Position Overview

The Administration, Finance and Logistics Officer is

responsible for ensuring effective financial management, administration,

procurement, logistics, and compliance for the HR3 Project. The position

supports project budgeting, financial reporting, partner NGO oversight,

procurement and supply chain management, inventory and asset control, fleet

coordination, and field operations.

Working closely with project teams, PNGOs, suppliers, and

Habitat Nepal support functions, the Officer ensures that project resources are

managed efficiently, donor and organizational requirements are met, and timely

operational support is provided to humanitarian and recovery activities. The

role also contributes to risk management, audit readiness, compliance

monitoring, and partner capacity strengthening to support accountable and

effective project delivery.

The role requires frequent and sometimes extended travel to

remote, disaster-affected locations; work in changing weather, access and

security conditions; and flexibility to support urgent operations outside

normal hours when authorized.

Essential Duties and Responsibilities

Budgeting and Financial Planning

Prepare and support the development and revision of project

budgets in compliance with internal policies and donor guidelines, in close

coordination with relevant programs and support teams and PNGO.

Conduct first-level review of PNGO budgets to ensure

compliance with donor and internal requirements and provide technical support

in coordination with program teams and PNGOs.

Prepare spending forecasts for the remaining project period

based on actual expenditures, close-out trends, and key dependencies; monitor

budget allocation and utilization for both PNGOs and Habitat to ensure

expenditures remain within approved limits and provide monthly reports to

relevant authorities to support proactive planning and decision-making.

Prepare monthly budget phasing for project and upload the

same into the F&A software, ensuring accurate reflection of dimension codes

and the Chart of Accounts (CoA).

Financial Recording, Payments & Reporting

Extract financial transactions from the F&A software to

prepare monthly internal donor financial reports, including Budget vs Actual

(BvA) analysis, and circulate to budget holders and project lead to support

financial visibility, variance analysis, and informed decision-making and

collect justifications for variances, spending forecast for preparing projected

financial outlook for the project , proactively flag financial risks, and

support planning of corrective actions.

Prepare periodic donor financial report and submit them to

the relevant personnel within the set timeline for review and approval prior to

donor submission.

Ensure the project financial reports are submitted by PNGO

within the timeline.

Maintain reconciliation controls between transaction

listings extracted from the F&A software and donor financial reports.

Prepare monitoring reports in accordance with internal

policies for PNGO monitoring visit.

Conduct first-line review of PNGO financial reports to

ensure accuracy and compliance.

Ensure all financial transactions are adequately reviewed

and approved in accordance with delegated authority levels before recording in

the accounting system and processing payments.

Process and record financial transactions, advances,

settlements, partner disbursements, and statutory deductions accurately and

within established timelines and workflows.

Maintain complete and organized financial documentation for

all project transactions, including supporting documents from partner NGOs

(PNGOs), in both physical and electronic filing systems.

Verify the completeness, accuracy, and compliance of

supporting documents prior to transaction recording, settlement, and payment

processing.

Ensure timely reconciliation and tracking of advances,

partner disbursements, and statutory obligations to support accurate financial

reporting and compliance.

Maintain, update, and regularly circulate the project asset

and inventory registers, as well as the procurement tracker, in coordination

with relevant teams and PNGOs monthly.

Fund Management

Maintain detailed project-wise fund inflow and outflow

trackers, monitoring actual expenditures against approved budgets to ensure

adequate fund availability for project implementation.

Proactively coordinate with the Finance team to initiate

fund transfer requests in line with donor agreements and cash requirements.

Support in preparing and regularly updating project cash

flow forecasts in coordination with Project Implementation Lead, program,

operational teams and Partner NGO.

Ensure timely utilization and disbursement of project funds

in accordance with donor compliance requirements and Habitat’s policies and

guidelines.

Compliance

Ensure that all project expenditures and procurement

activities of Habitat and PNGOs comply with applicable local laws, internal

policies, and donor guidelines.

Assist in conducting PNGO appraisals and due diligence

assessments in line with organizational and donor requirements.

Conduct regular on-site and off-site monitoring of PNGO and

project sites, prepare monitoring reports, and support the development and

follow-up of corrective action plans.

Ensure proper filing and retention of all grant and

sub-grant documentation, both in hard copy and electronic format, in compliance

with internal policies and donor requirements.

Project relevant tax deducted at source are deposited and

verified within the statutory timelines

Track, maintain, and report on the status of outstanding

audit recommendations and follow-up actions.

Ensure timely submission of donor financial reports to the

relevant personnel for quality review, enabling on-time submission to donors.

Monitor sub-grant closeout processes, ensure receipt of

closeout documentation from PNGOs within agreed timelines, and provide feedback

and corrective guidance as needed.

Ensure that all applicable compliance requirements are

effectively adhered to by the PNGOs.

Support PNGO due diligence, budget review, financial

monitoring, capacity strengthening, close-out and corrective action.

Cash and operational risk controls

Support safe payment arrangements for conditional cash,

rental or repair assistance through approved financial service providers and

verified payment lists.

Separate participant verification, payment authorization,

payment execution and reconciliation roles; investigate discrepancies only

within assigned finance/compliance procedures.

Maintain operational risk and issue logs covering cash,

fraud, vendors, stocks, transport, access and statutory compliance and propose

practical controls.

Administration & Operations

Support overall project administration to ensure smooth

day-to-day operations at project field offices and sites.

Coordinate administrative processes in alignment with

organizational policies and donor requirements.

Emergency procurement and supply chain

Develop and update a procurement and logistics plan linked

to technical specifications, field schedules, access constraints, warehouse

capacity and cash forecasts.

Conduct compliant vendor sourcing, market checks,

quotations/tenders, evaluations, contracting and purchase processing; document

emergency procurement justifications and approvals where applicable.

Coordinate transport, route planning, loading, dispatch,

proof of delivery and distribution logistics for shelter kits and construction

materials, including contingency routes and weather/access monitoring.

Ensure goods are inspected against approved technical

specifications and quantities at receipt and before dispatch, with

discrepancies documented and resolved.

Maintain supplier performance records and escalate

collusion, conflicts of interest, price anomalies, delivery failures or quality

concerns.

Asset and Inventory Management

Maintain and regularly update asset and inventory registers

for project-related items.

Ensure proper coding/tagging of assets and inventory in

accordance with organizational policies.

Conduct periodic physical verification/counts and reconcile

discrepancies.

Monitor asset movement, usage, and disposal processes.

Store Management

Oversee proper store management practices, including

receipt, storage, issuance, and record-keeping of materials.

Ensure stock levels are maintained and reported regularly.

Logistics Support

Provide logistical support for project activities including

training, workshops, and field operations among others.

Coordinate travel, accommodation, and event arrangements as

required.

Vehicle Management

Maintain vehicle utilization records including logbooks,

fuel consumption, and maintenance schedules.

Track and document vehicle repairs, servicing, and insurance

compliance.

Ensure vehicles are used in accordance with organizational

policies.

Office Supplies & Facility Support

Manage procurement, tracking, and distribution of office

supplies and consumables.

Ensure efficient office facility management for project

staff and operations.

Coordination and stakeholder engagement

Coordinate daily with project, technical and MEAL colleagues

so procurement, cash, transport and staffing plans match verified needs and

implementation sequences.

Liaise with suppliers, transporters, warehouses,

banks/financial service providers, partners and local authorities on compliant

and timely operations.

Coordinate with Habitat Nepal Finance and HR/Admin teams for

approvals, accounting, taxation, insurance, recruitment/onboarding support and

policy interpretation.

Provide operational data for donor reports and coordination

discussions without releasing confidential commercial, personnel or participant

information.

Other Responsibilities

Assist in the preparation and processing of sub-grant

agreements and amendments.

Support and coordinate internal, external, donor, and

statutory audits.

Perform any other duties assigned by the Supervisor in line

with the role and organizational needs.

Education, Professional Experience, and Skill Sets

Education and Professional Qualification

Bachelor’s degree in management, Finance, Accounting, or a

related discipline from a recognized academic institution.

Part-qualified or semi-qualified professional certifications

in Accounting or Finance (e.g., CA, ACCA, CPA, CMA or equivalent) will be

considered added advantage not a mandatory requirement.

Professional Experience

At least four years of combined finance, administration,

procurement or logistics experience, including at least two years in a

humanitarian, donor-funded, field-based or similarly time-critical environment.

Preference will be given to candidates with demonstrated

experience working in National or International Non-Governmental Organizations

(NGOs/INGOs) or donor-funded Humanitarian projects.

Proven experience in project budgeting, donor financial

reporting, and PNGO financial management, including sub-grant oversight.

Sound working knowledge and practical experience in the

application of relevant statutory and regulatory frameworks, including taxation

laws, labor laws, Social Welfare Council (SWC) Acts, and other applicable

national regulations.

Hands-on experience in financial management functions,

including budgeting, reporting, accounting, financial record keeping, internal

control systems, audit coordination, compliance monitoring procurement files,

vendor management, stock/warehouse controls, transport and assets.

Demonstrated ability to organize rapid procurement and

last-mile delivery while maintaining documentation and internal controls.

Technical and Functional Skills

Strong proficiency in financial budgeting, financial

reporting, cash flow management, and financial analysis, with the ability to

interpret and communicate financial information effectively to non-finance

stakeholders.

Strong expertise in procurement, contract administration,

inventory and warehouse control, fleet and logistics management, and audit

readiness.

Experience working with donor-funded financial systems and

reporting requirements, including compliance with donor-specific guidelines and

timelines.

Practical experience using accounting and financial

management software; prior experience with SUN 6 and/or FAMAS will be a

distinct advantage.

Advanced proficiency in Microsoft Office applications,

particularly MS Excel, PowerPoint, and Word; familiarity with data

visualization and digital tools such as Power BI and organizational Copilot

tools is highly desirable.

Working knowledge and practical experience in using MS

SharePoint or similar document management systems for financial and compliance

documentation management.

Strong analytical, coordination, and communication skills,

with the ability to engage effectively with program teams, partner

organizations, donors, and regulatory authorities.

Ability to manage multiple priorities, meet tight deadlines,

and work collaboratively in a multi-project and multi-stakeholder environment.

Safeguarding

In accordance with its foundational mission principles,

Habitat for Humanity International is committed to the highest ethical

standards and opposes all forms of discrimination, exploitation, and abuse. We

intend to create and maintain a work and living environment that is safe,

productive, and respectful for our colleagues and for all we serve. We require

that all staff take seriously their ethical responsibilities to Safeguarding

(Child Protection, Prevention of Sexual Exploitation Harassment and Abuse) our

intended beneficiaries, their communities (especially children), and all those

with whom we work. In line with the prevention of sexual exploitation and

abuse, all staff must pass a thorough background screening, police check and

will be held accountable to upholding our policies around ethical behaviour,

including safeguarding and whistleblowing. Managers at all levels have

responsibilities to support and develop systems that create and maintain an

environment that prevents harassment, sexual exploitation and abuse, safeguards

the rights of beneficiaries and community members (especially children), and

promotes the implementation of Habitat for Humanity’s code of conduct.

Habitat for Humanity Nepal is an equal opportunity

organization. Women, persons with disabilities, marginalized and disadvantaged

communities are encouraged to apply.

Application submission deadline is 15 September 2026.

Human Resources Department, Habitat for Humanity Nepal

We strive to keep our recruitment process consistent and

fair. Only shortlisted candidates will be notified.

About Company

Habitat for Humanity Nepal is an international non-governmental organization that is driven by the vision that everyone deserves a decent place to live. Our partnership with communities, governments, private sector including entrepreneurs and financial institutions, youth networks, and academia, allows us to serve low-income families by improving habitability, tenure security, access to basic services and affordability of housing solutions.

Our integrated programming serves to benefit 3 million people over the next three years, through direct and incremental construction, affordable housing finance, affordable construction technologies and services, and evidence-based policy advocacy for housing adequacy as a fundamental right. Responding to the root causes of inequity in the housing ecosystem, Habitat Nepal leads with a systems-strengthening approach, facilitating development of inclusive housing markets, removing key policy barriers and empowering communities through people-centered approaches, for a stronger and more equitable housing ecosystem.

About the Project

Habitat for Humanity Nepal works with communities, governments and partners to advance safe, adequate and resilient shelter and housing. Following the 2026 flash floods, the Humanitarian Response, Recovery and Resilience (HR3) Project supports a pathway from emergency shelter to early recovery and safer, climate- and disaster-resilient housing. Initial implementation will focus on Rasuwa and Nuwakot, with Dhading or other approved affected locations added as needs and funding evolve.