Admin & Finance Officer

Position

Admin & Finance Officer

Apply here: https://tinyurl.com/56tchzz5

Project Location

Nuwakot District, Nepal

Project Duration

Two years

Position Level

Mid-level

Reports to

Project Coordinator, with a matrix reporting relationship to the Finance Department.

Supervisory role

None

Employment Type

Full-time (Renewal Annually)

Qualifications: Minimum Bachelor’s degree in Accounting, Finance, Business Studies, Business Administration.

Professional Experience: At least two years of relevant experience in accounting, finance and administration; NGO/INGO or donor-funded project experience preferred.

Organisation Background

Human Development and Community Services (HDCS) is a faith-based NGO working in three main sectors of health, education, and community development since 1991. Currently, it manages various projects across Nepal especially in rural regions and provides services through hospitals, health camps, public health programs, disaster preparedness and response, school development programs, teacher training, educational daycare centres for children with special needs, and community radio stations. HDCS is committed to attract and retain the best employees from all ethnicities, gender and backgrounds in its vision to transform the communities.

Purpose

The Finance Officer manages day-to-day financial transactions, cash and bank operations, supplier and beneficiary payments, accounting, budget monitoring, financial reporting, and administrative support for the BUILD Project and other assigned HDCS projects. The role ensures timely, accurate and properly authorized payments, reliable project-wise financial records, effective internal controls and compliance with HDCS policies, donor requirements and applicable Nepalese laws. The position works closely with Project Coordinators, HDCS Headquarters Finance and Programme team to enable efficient and accountable project delivery.

Responsibilities

1. Financial Operations, Cash Management and Payments (30%)

Manage daily cash receipts and payments, bank transactions and petty cash in line with approved HDCS procedures.

Process timely payments to vendors, suppliers, service providers, staff and beneficiaries only against verified documents and appropriate approvals.

Check invoices, payment requests, bills, receipts and supporting records for accuracy, eligibility, budget availability and completeness before processing.

Prepare and record vouchers and transactions promptly in the accounting system, with correct project and budget codes.

Perform daily cash verification, monthly bank reconciliations and timely settlement of advances, receivables and payables.

Maintain secure custody of cash, cheque books and financial records, observing segregation of duties and payment authorization.

2. Accounting, Budget Monitoring and Financial Reporting (25%)

Maintain accurate, up-to-date and separately identifiable financial records for each assigned HDCS project.

Assist Project Coordinators, programme team with annual budgets, activity budgets, cash plans and budget revisions.

Monitor expenditure against approved project budgets, highlight variances and provide periodic budget utilization updates.

Prepare timely monthly, quarterly and annual financial statements and expenditure reports as required by HDCS and donors.

Prepare realistic cash forecasts and fund requests based on approved activity plans and projected payments.

Coordinate with Headquarters on reconciliations, financial consolidation, reporting deadlines and project financial closure.

3. Compliance, Taxation and Audit (15%)

Ensure transactions follow HDCS finance and procurement policies, donor conditions, approved budgets and applicable Nepalese regulations.

Calculate, deduct, deposit and report applicable taxes, including TDS, within required deadlines.

Maintain complete, traceable and audit-ready payment records, contracts, vouchers and supporting documents.

Provide records and explanations for internal, external and donor audits, and follow up on agreed corrective actions.

Identify and promptly report financial discrepancies, compliance concerns and suspected irregularities through established channels.

4. Administration, Procurement and Logistics (15%)

Handle routine project-office administration, including office supplies, utilities, correspondence, filing and maintenance coordination.

Support procurement administration through purchase requests, quotation documentation, purchase orders, vendor records and payment follow-up, in accordance with approved procedures.

Arrange logistical support for meetings, trainings, workshops and field visits, including venues, travel, accommodation and materials.

Maintain asset and inventory registers, support physical verification, and keep vehicle logbooks, fuel and maintenance records where applicable.

Coordinate with Headquarters HR and Administration on staff-related documentation and other office support requirements.

5. Coordination and Project Accountability (10%)

Coordinate regularly with Project Coordinators and field teams to align financial and administrative services with implementation schedules.

Guide staff on expenditure documentation, cash advances, settlement timelines, payment processes and financial compliance.

Maintain project-wise cost allocation and ensure that shared costs are allocated only through approved and documented arrangements.

Ensure community-level cash assistance and beneficiary payments, where applicable, are supported by approved beneficiary lists, payment evidence and required verification.

Escalate funding gaps, payment delays, budget concerns and compliance risks promptly to the Finance Manager and relevant Project Coordinators.

6. Safeguarding and Organizational Responsibilities (5%)

Comply with HDCS safeguarding, child and vulnerable adult protection, anti-fraud, anti-corruption and whistleblowing policies.

Protect confidential financial and beneficiary information and demonstrate honesty, transparency and professional integrity.

Promote respectful, inclusive and accountable practices, including gender equality and disability inclusion.

Carry out other relevant finance and administrative duties assigned by the Finance Manager within the scope of the position.

Minimum Qualifications & Experience

Education

Minimum Bachelor’s degree in Accounting, Finance, Business Studies, Business Administration or a related field from a recognized university.

A Master’s degree in a relevant field will be an added advantage.

Professional Experience

At least two years of relevant experience in accounting, finance and administration; NGO/INGO or donor-funded project experience preferred.

Practical experience in cash handling, vendor payments, bank reconciliation, taxation, financial reporting and procurement support.

Experience handling accounts for multiple projects is an advantage.

Essential Skills & Competencies

Sound understanding of accounting principles, internal controls, budgeting and Nepalese taxation requirements.

Proficiency in Microsoft Excel, Word and accounting software; knowledge of Money Works is an advantage.

Strong numerical accuracy, documentation, organization, communication and ability to meet deadlines.

Working proficiency in Nepali and English.

Honest, accountable, detail-oriented, discreet and committed to HDCS values.

Able to work independently and collaboratively across project and Headquarters teams.

Committed to safeguarding, inclusion and responsible stewardship of resources; willing to travel as required

Committed to safeguarding, inclusion, accountability, and responsible stewardship of financial resources.

Willingness to undertake occasional field visits as required for financial monitoring, verification, and support.

A valid Category A motorcycle driving licensee is an advantage.