Job Overview

VACANCY ANNOUNCEMENT

Organization: Finn Church Aid

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FCA is Finland’s largest international aid organization. It operates in 14 countries in Asia, Africa, and the Middle East. FCA specializes in three thematic priority areas: Right to Peace, Right to Livelihood, and Right to Quality Education. The work is done with the poorest people, regardless of their religious beliefs, ethnic background or political convictions. As a civil society actor, FCA realizes its mission and vision through development cooperation, humanitarian assistance, and advocacy work.

Position: Finance and Admin Manager

Number of Vacancies: 1

Job Location: Kathmandu

Grade: 8

Function / Unit: Nepal Country Office

Place of Assignment: Kathmandu, Nepal

Position is: For a fixed term , two years with possibility of extension

Supervisor: Country Director (CD)

Subordinate Staff: four Finance, Admin, and Support staff members

Other reporting responsibilities and internal cooperation parties:

Head Office (HO): Finance Controller, International Finance Manager, International Programme (IPRO), Global Grants

Country Office (CO): Senior Management Team (SMT), Program Team and other team members

Primary purpose of the position:

The purpose of this position is to lead and manage the CO’s finance and accounts, Financial Plan and budgetary control, Human Resource, procurement and logistic services, partnerships effectively and efficiently and ensure compliance with FCA, donors and government rules and regulations at all times.

Description

Main tasks

Strategic Planning and Management

Promote, implement and uphold the vision, mission, core values and objectives of the FCA Global Strategy and other steering documents.
Together with the SMT and Program Team, contribute towards the strategic planning and implementation, i.e. Country Strategy, thematic strategies and plans.
Contribute to the long-term development, thematic priorities and advocacy objectives, adapting FCA’s Country Programme to the local, national and regional context.
Assist CD in assessing and managing risk in Nepal CO.

Financial Management

Execute overall financial management of the CO.
Develop and implement FCA’s financial and administrative policies and procedures.
Ensure effective financial and management accounting and donor reporting processes are in place for the Country Programme.
Ensure Monthly account closing and financial report to HO is timely and accurate.
Ensure the accurate and timely completion of all financial accounting routines and reports
Implement, manage and develop internal controls.
Lead on preparation, maintenance and review of overall budget development, control and monitoring.
Manage and supervise the Finance and Administration Team.
Build the capacity of the financial and administrative staff, program staff and partner organizations.
Prepare financial statements and annual accounts for Nepali fiscal year audit and HO audit.
Prepare official/ad hoc reports as required by the management or other staff, HO, donors or other stakeholders.
Ensure backup and documents are in appropriate workspace folders and drives as outlined in the Country Office Procedure (COP).

Budgeting

Ensure that CO and project budgets are timely, accurate and complete.
Prepare annual budget for CO in collaboration with SMT, Program team, and HO Finance &Desk Officer, and other concerned staff on time.
Prepare biannual revised budget in collaboration with SMT, Program Team and partner organizations and submit to HO on time.
Support the Program Team and partner organisations in reviewing and developing project budgets.
Ensure budget follow-up reports are shared with Program Team for their review and follow up.

Fund Management

Liquidity Planning – prepare forecasts of cash requirement and facilitate the transfer to the CO and projects from HO, supervise the advance payment to collaborate organisations and ensure timely settlement
EPELI/FCA NOW system for cooperation and projects: Support the Program Manager and Program Team in setting up projects and budgets; facilitate the fund transfer from HO.

Partnership Management

Adhere to the partner selection guidelines and national context, identify and analyze relevantpartner organisations and their capacities for implementation of FCA’s Program in Nepal.
Support to finalize project and partnership agreements and ensure these are abiding with FCAand local contractual requirements.
Ensure financial reports from the partner organisations are timely and accurate.
Ensure recording of expenses in QuickBooks system.
Lead/support in conducting partner assessment and follow up as and when required.
Ensure adequate support is provided to EU project consortium partners in financialmanagement, report and compliance.
Ensure support and guidance to partners for financial reporting, annual budget and plans, andproposals development.

Management of external and internal audit and review

Facilitate the Procurement of auditors as required.
Analyse and assess the audit findings, discuss, follow up and agree on the appropriate actionswith the partner organisations’ board, management and project staff as relevant.
Monitor and follow up on audit finding and ensure the recommendation and findings areaddressed in due time in projects, partner organisations and CO.
Support on conducting and completing donor audits including coordinating the writing the ofManagement Responses.
Assist in mitigation of fiduciary risks.

Support to the Country Programme and management

Attend and actively participate in monthly Program Meetings and present the financial progress, issues and challenges.
Attend Project Review Meetings with the partner organisations and provide guidance and support on financial and program issues as required.
Visit to project sites on behalf of SMT.
Actively participate in Country Programme Annual Plan and Reporting (CPAP/CPAR), and Trimester Review & Reflection Workshops.
Support in brainstorming and developing new project proposal and budget for the Country Programme.
As a member of SMT, actively contribute in critically analyzing, assessing, evaluating, for the management of the CO and projects, and facilitate decision-making.
Lead the work with Green Office implementation.

Human Resource Management

Develop, implement and enforce administrative and Human Resources policies/systems, inconsultation/collaboration with the CD and SMT.
Work with CD, PM and relevant staff to determine current and projected recruitment needs andassist in hiring.
Ensure job descriptions are regularly updated to accurately reflect responsibilities andprocesses.
Provide orientation, training and advice in the areas of finance, internal control systems,compliance, etc. to the CO staff and partner organizations as required.
Ensure trimester Development Discussion, and annual Personal Performance Assessment areconducted timely.
Training and capacity building of partner organisations and FCA staff.
Lead, coordinate, organize and monitor the Finance & Admin Team’s work.
Contribute towards the capacity building of the Finance & Admin Team through knowledgetransfer.
Ensure up-to-date and authorized timesheets and leave records are maintained.
Provide guidance and counsel to international and local staff on admin and HR matters.

Admin, procurement and logistics

Ensure adequate control and process in vehicle use and fleet management and travel
Ensure smooth office operations: guarding, opening and closing of office, water, electricity etc.
As member of Procurement Committee, lead the procurement function of FCA Nepal CO. Takepart in procurement of goods/services and ensure adherence to FCA procurement policy (e.g.,EOI and long-term/framework contract on air ticketing, security service, vehicle hire, hiring ofconsultants)
Ensure effective IT system in place: Cloud backup/hard-drive back up of documents, Internet,printers and copy machines are installed and functioning.

Ensure compliance with Government of Nepal laws and regulation

Ensure FCA complies with Nepali Labour Laws and employer requirements, i.e. conductingLabour Audit, Social Security Fund (SSF) requirement etc.
Ensure FCA complies with national tax and NGO reporting obligations.
Ensure annual statutory audit is conducted by the middle of October every year and report issubmitted to Inland Revenue Department and the Social Welfare Council.

Special Tasks : NA

Authority:

Officer-in-Charge as delegated by CD whenever relevant.
Approval/decision making authority as outlined in Nepal Country Office Procedure (COP).

Competence, experience, skills, knowledge needed

Minimum Advanced Degree in Finance or Accounting, and/or relevant accounting certification.
Minimum 10 years of related professional experience with an international development organization in a similar context.
Strong leadership, conceptual and analytical skills and demonstrated organizational and management skills. Minimum 5 years’ experience in a management role.
Prior experience overseeing financial operations for an international development organization in a multicultural environment.
Excellent people management skills and strong ability to work with a wide range of individuals.
Prior experience in Human Resource management.
Extensive experience in procurement including leading and facilitating a Procurement Committee.
Strong organizational skills, attention to detail and ability to work both independently andcollaboratively with colleagues across the organization.
Advanced knowledge in MS Office applications (Word, Excel Access, Outlook, and PowerPoint).
Familiar or previous experience with accounting software/systems (preferably QuickBooks).
Ability to work under pressure in a structured, organized and responsive manner.
Commitment to continuous learning and willingness to keep abreast of new developmentstrategies.
Results-oriented, excellent team player with strong decision-making skills; team-building andmanagement skills with good knowledge of institutional capacity assessment and capacity building.
Excellent verbal and written communication skills in both English and Nepali.

Impact : Efficient and effective FCA Nepal’s Finance, Administration and HR management

Responsibilities and independence : The tasks require independency and sometimes responsibility in preparing problem solutions, and also makingdecisions. The position holder works as a specialist of a sub-sector of function. The work may include demandingresponsibility for operations, finances or personnel.

Physical and psychological burden imposed

Frequent travel to field locations/project sites
Instability (political)
Fraud and corruption threats

Interaction needed

Member of Senior Management Team (SMT), which also includes the CD and Program Manager
Lead the Finance and Admin Team
Proactive organisational learning exchanges between FCA offices across the world.
Exchange, information sharing and negotiations with donors, other INGOs, local NGOs and partners, government offices, and other stakeholders.

Substitution and representation : Representing FCA in different forums/events nationally and internationally.

Last date to apply: 25 December 2020