Administration & Finance Officer I - Organization context

Samyukta Safai Jagaran (SASAJA) is a non-governmental, non-profit making, non- political organization established by the groups of informal waste workers in 2014. SASAJA focuses on the recognition, rights and advocacy for IWWs. SASAJA want to advocate to the government especially on recognizing their contribution to waste management, government trust funds for IWWs and access to social health insurance. SASAJA is providing monthly education to their group members focusing on savings and credit and solid waste management.

SASAJA in collaboration with Green Path Nepal (GPN) and Kathmandu Metropolitan City (KMC) is implementing “ Healthy Waste Workers for Sustainable Waste Management” project funded by Médecins du Monde- France (MdM-F). SASAJA is especially responsible for the implementation of outcomes which is formalization of IWWs through non-profit enterprises and increasing their recognition in integrated solid waste management in Kathmandu Valley and Sisdole landfill site of Kakani Rural Municipality and support to Urban Health Promotion Center in Kathmandu.

SASAJA will contribute to ensuring that waste workers’ issues are better addressed within the health care system, livelihood, and institutional linkage. Through the project, SASAJA identify the target groups and aims to support them with different activities to mitigate the Environmental and Occupational Risks and improves access to health care, economic opportunities linkage with non-profit enterprises for sustainable livelihood.

II- Main aims of the post

Summary: The Administrative & Finance Officer is in-charge of administrative, financial, Human Resource (HR) and logistic aspects of the project implementation. S/he is responsible for maintaining the accountancy, payments, procurement, maintaining Human Resource records and general office administration including program support.

Hierarchical positioning: Reporting directly to the Project Manager, in close coordination with the project team.

Main responsibilities

• Accounting and financial reporting
• Payroll and Human Resource
• Procurement and logistics
• Administrative, Maintenance and Communication

Detail Activities

Accounting and financial reporting

• Responsible to make payments and deposits including custody and inventory of petty-cash and cheques.
• Process the payments verifying the due claims, ensuring the procedures & documentation, ensure budget eligibility and withholding tax before preparing cheques or bank transfer order.
• Proceed for advance to staffs and suppliers as per approved advance request or terms of the agreements. Responsible for the timely settlement and follow up of advances.
• Responsible to the good implementation of the project protocols and standards. Responsible to maintain the financial compliance with respects to organizational policy and practices, donor’s terms and conditions, statutory & tax regulations, and standard financial & logistics procedures and practices,
• Enter and ensure financial transactions into accounts books in FAMAS software and complete the documentation and recordings.
• Prepare and share fund request, activity budgets, treasury forecast etc. including annual budget and other financial management activities.
• Responsible to organize and ensure external and internal audit of the SASAJA and various projects.
• Prepare and send the monthly/ quarterly/ annual forecast, financial reports and other financial information to the management, donors, and authorities.

Payroll and Human Resource

• Contribute for updating HR related policies and implement HR programs, including periodical review of the HR policy to address the changing context and addressing the HR related issues, maintain dissemination and implementation of HR policy and practices,
• Responsible for preparation of monthly payroll, transfer/payment of salary, providing pay slips
• Organize recruitment process in a fair and transparent manner and document the process including conduct vacancy notice publication, support to shortlist the suitable candidates, communicate the candidates, organize test and interviews as necessary, and prepare an evaluation grid in close coordination with General coordinator and relevant selection team; prepare and document the selection procedure and decision of recruitment.
• Responsible to organize appointment letter, employment contract, contribute on staff induction and placement, process probations, and terminations etc.
• Responsible to document, maintain and update the files of timesheets, leave records, leave statements etc.

Procurement and logistics

• Responsible for procurement of the goods and services following the standard practices, in rational and systematic manner in adherence to procurement guideline as abide by all prevailing compliance and ethical procedures, respecting the humanitarian rules.
• Maintain the transparency of the process, the commercial rules about fair competitiveness, standardize the local market, maintaining the quality of goods/service to be procured, considering the operating and maintenance costs.
• Avoid situations and conditions that may involve or show connections with conflict of interest, corruption, fraud, financial malfeasance by ensuring the transparency in the use of procedures. Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
• Control order performance, including delivery, receipt, warranty, damages, reconcile or resolve discrepancies.
• Prepares all appropriate and complete documentation from Purchase Request to donation/stock consumption, procurement plan including but not limited to quotations collected, evaluation grid, supplier details, product details etc.
• Maintain regular communication with local stakeholder and beneficiaries for providing logistics support in field operation.
• Organize the logistics arrangement for project activities such as workshops, trainings, seminars, meetings etc. and participate in program support.

Fleet Management

• Inspects and ensure the staff safety, and vehicle use guidelines in rented/owned cars and bikes. Make sure that the drivers drive the vehicles in the respect of the safety rules.
• Ensure proper recording on fleet management of cars/bikes (owned or rented) (e.g. logbooks, fuel consumption etc.)
• Responsible to book hotels, flights and accompany visitor logistics support need etc. as per approved/ shared travel plans.

Stock and Asset

• Ensure that all equipment is well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, safety, access, etc.). Update the inventory record of the equipment, furniture and other items including periodic physical verification of inventories and report to the support coordination team in Katmandu.
• Responsible to maintain the regular need of office including but not limited to stationaries, office supplies, drinking water, tea/coffee, electricity, cleaning, communication, and other essential items in the field complying the Environment policy and other relevant guidelines.
• Route, schedule, pack and prepare orders for delivery; load vehicles; schedule and oversee deliveries and pick-ups.

Administrative, Maintenance and Communication

• Implement safety measures and contribute to conduct regular safety (SOPs) briefing regarding equipment, movements and means of communication to staff.
• Responsible to document and file the legal and statutory records, maintain and update files with legal and statutory documents safe, confidential, and accessible, and ensure to record all contractual documents.
• Handling, receiving, and responding the phone calls, letters, and information.
• Participate in internal work meetings and discuss on logistic and operational issues. Attend meetings/trainings, when organized or requested.
• Extend the support service among other partner organizations.
• Ensure all external communication are made informing the supervisor.
• Execute any other function required by the supervisor.

III - Profile of the ideal candidate

Education

• Bachelor’s degree in Business, Management, Finance or Accounting.

Professional experience

• At least 5 years of experience including 3 years in the field of logistics, accounts or administration
• Experience working with NGO/INGO or partner organizations and government authorities: an asset

Skills and qualities required

• Proactive, well organized and ability to manage priorities, adaptable, reliable, accountable and responsive personality
• Leadership, team-working and coordination skills
• Interpersonal and verbal communication abilities, charisma, tact and diplomacy, intercultural and difference awareness
• Assertiveness, mediation and negotiation, problem-solving and decision-making skills
• Strong experience with computer skill on MS Office especially on Excel and other communications tools

Languages

Nepali: native

English: excellent - both oral, listening and written

Local language: as an asset

NOTES TO CANDIDATES

DURATION: one year (renewal)

DUTY STATION: Kathmandu Valley

ANTICIPATED START DATE: March 2022

NUMBER OF POSITIONS: 1

CLOSING DATE FOR APPLICATIONS: 15 February 2022

HOW TO APPLY: send an updated CV in English with 2 references and a Cover Letter to [email protected]