Admin, Finance and HR Associate

Position

Admin, Finance and HR Associate

Organization

Health Nutrition Education and Agriculture Research Development Nepal (HEARD Nepal)

Published Date

12 November 2026

Application Deadline

25 November 2026, 5:00 PM

Expected Joining Date

01 December 2026

Contract Type

Fixed-Term Employment Contract

Contract Duration: Initially six months, including a three-month probationary period, with the possibility of extension based on performance, organizational needs, and funding availability.

Duty Station: Biratnagar Provincial Office, Morang, Koshi Province, Nepal, with approximately 40% field travel.

1. Organizational Background

Health Nutrition Education and Agriculture Research Development Nepal (HEARD Nepal) is a national non-governmental organization working to improve the lives of vulnerable and marginalized communities through programs in health, nutrition, WASH, food security, education, child protection, research, disaster risk reduction, and humanitarian response.

HEARD Nepal is registered under the Registration of Institutions Act, 2034 BS, and affiliated with the Social Welfare Council, Kathmandu (Affiliation No. 52601). PAN No.: 615996712.

Registered Office

Rajbiraj, Saptari, Madhesh Province

Provincial and Field Offices

Biratnagar, Morang, Sukedhara, Kathmandu; and Birendranagar, Surkhet.

HEARD Nepal invites applications from qualified, motivated, and detail-oriented Nepali professionals for the position of Admin, Finance and HR Associate. The selected candidate will support the organization’s administrative, financial, and human resource functions, ensuring effective day-to-day operations and compliance with organizational policies, applicable Nepalese laws, and donor requirements.

2. Key Responsibilities

A. Administrative Management

Support day-to-day office administration, including office facilities, correspondence, documentation, filing, and record management.

Assist in procurement processes, including preparation of purchase requests, quotation collection, comparative statements, purchase orders, and procurement documentation.

Maintain inventory, stock registers, asset registers, and equipment records.

Support logistics, transportation, accommodation, travel arrangements, and office supplies management.

Maintain vendor records, service agreements, contracts, and other administrative documents.

Assist in implementing administrative policies, procedures, and internal controls.

Coordinate with staff, suppliers, service providers, government offices, and other relevant stakeholders as required.

B. Financial Management

Assist in maintaining daily accounting records, bookkeeping, vouchers, and supporting financial documents.

Record financial transactions in the Truebook Accounting System accurately and on time.

Support the preparation and monitoring of organizational and project budgets.

Assist with bank reconciliation, cashbook management, advance tracking, and financial documentation.

Support the preparation of monthly financial statements, expenditure reports, and donor financial reports.

Verify bills, invoices, payment requests, and supporting documents before processing.

Monitor project expenditures against approved budgets and report any discrepancies to the supervisor.

Assist in tax deductions, TDS documentation, tax submissions, and other statutory financial requirements.

Support internal and external audits by maintaining organized financial records and providing requested documentation.

Follow up on staff advances, settlements, and financial liquidations.

C. Human Resource Management

Assist in staff recruitment, vacancy announcements, application documentation, interview arrangements, and recruitment records.

Support staff onboarding, orientation, employment documentation, and personnel file management.

Maintain staff attendance, leave records, timesheets, and personnel databases. ∙ Assist in payroll preparation, salary documentation, and statutory deductions.

Support staff performance appraisal processes, probationary reviews, and HR documentation.

Assist in implementing HR policies, staff code of conduct, safeguarding, PSEAH, and grievance-handling procedures.

Coordinate staff training, capacity-building activities, and other HR-related events.

Maintain confidentiality of staff information and ensure proper documentation of HR records.

D. Coordination and Compliance

Coordinate with program teams and field offices to collect administrative, financial, and HR-related information.

Ensure timely submission of assigned reports and documentation.

Support compliance with organizational policies, donor requirements, and applicable government regulations.

Identify and report administrative, financial, or HR-related issues to the immediate supervisor.

Perform other relevant duties assigned by the supervisor in line with the position’s responsibilities.

3. Required Qualifications and Experience

Bachelor’s degree in business studies (BBS), Business Administration (BBA), Finance, Accounting, Management, or a related field. Candidates with a relevant Master’s degree will also be considered.

Minimum one year of relevant professional experience in administration, finance, accounting, or human resource management, preferably with NGOs/INGOs.

Practical knowledge of accounting, bookkeeping, budgeting, financial documentation, taxation, and financial reporting.

Experience in procurement, logistics, inventory, asset management, and administrative documentation.

Basic understanding of HR procedures, recruitment, payroll, attendance, leave management, and employment documentation.

High priority will be given to candidates with practical experience using the Truebook Accounting System, particularly in accounting entries, financial reporting, budget tracking, and bank reconciliation.

Knowledge of donor-funded project financial management and compliance will be an advantage.

Familiarity with organizational policies, safeguarding, PSEAH, and staff code of conduct.

Good organizational, analytical, communication, coordination, and problem solving skills.

Willingness and ability to travel to project locations as required.

4. Required Skills

Practical proficiency in the Truebook Accounting System and Microsoft Excel.

Good computer skills, including Microsoft Word, Excel, email, and other office applications.

Ability to maintain accurate financial, administrative, and HR records. ∙ Strong attention to detail, accuracy, confidentiality, and time management. ∙ Ability to work independently and collaboratively within a team.

Good written and verbal communication skills in English and Nepali. ∙ A valid two-wheeler driving licence will be an added advantage.

5. Reporting and Coordination

The Admin, Finance and HR Associate will report directly to the Admin/Finance Specialist and Coordinator and work closely with the Executive Director, Program Director, project teams, and relevant departments to ensure effective administrative, financial, and HR support.

6. Duty Station and Travel Requirements

The primary duty station will be HEARD Nepal’s Provincial Office in Biratnagar, Morang, Koshi Province. Approximately 40% field travel to Saptari and other project locations may be required depending on organizational and program needs.

7. Application Procedure

Interested and qualified candidates are requested to submit the following documents

Updated CV/Resume.

Cover letter highlighting relevant qualifications, experience, and suitability for the position.

Applications should be submitted via email to [email protected] no later than 5:00 PM, 25 November 2026.

Email Subject: “Application for Admin, Finance and HR Associate” Only shortlisted candidates will be contacted for further selection processes. 8. Equal Opportunity Statement

HEARD Nepal is an equal opportunity employer committed to diversity, inclusion, and equal access to employment. Women, persons with disabilities (PWDs), individuals from marginalized and disadvantaged communities, and qualified local candidates are particularly encouraged to apply.

Preference will be given to qualified candidates from the local area, particularly those residing in or around Biratnagar and Morang District, who meet the required qualifications and experience.

Right to Amend or Cancel

HEARD Nepal reserves the right to amend, modify, postpone, or cancel this vacancy announcement or recruitment process, in whole or in part, at any stage, without prior notice. The organization also reserves the right to accept or reject any or all applications without assigning any reason. Such decisions shall be final.