Terms of Reference Post Title: Finance and Admin Officer

Contract Period: 1st July 2024 – 31st June 2025

Contract type: Fixed term (with possibility of extension)

Hiring Process: Rolling Basis

About YUWA

Established in 2009, YUWA is a registered not-for-profit, purely youth-run and led organization that promotes youth participation through empowerment and advocacy. YUWA was born out of a group of committed youths, unofficially working in this sector since 2005. The initial focus was to develop the leadership skills of the youths involved, to train as youth activists, and to advocate for change, thus resulting in a wide and diverse array of knowledge, skills, and experience in this sector. It led to the realization of the seriousness of youth issues and the need to act, which took the shape of YUWA. YUWA currently works in three thematic areas: Active Citizenship, Sexual and Reproductive Rights, and Research Unit.

Roles and responsibilities

• Accounts payable for payments to suppliers and vendors while ensuring all the supporting documents are on time.
• Ensure the tax calculation and deduction on the source of payment as per Income tax act of Nepal. Preparation of Tax, cheque and deposition on time.
• Management of office Petty Cash disbursement regularly with proper cash balance as the organizational policy.
• Prepare cash disbursement voucher as per organizational Financial Policy and enter valid account code, cost center, donor combination, project number on all vouchers according to chart of accounts.
• Manage overall recording, reporting of the expenses and overall tasks related to financial process of assigned projects and CORE.
• Ensure all vouchers are developed with reference to finance policy and procedure.
• Real-time data entry and provide required information to the concerned.
• Preparation of trial-balance and bank reconciliation as required.
• Develop the financial report as prescribed format and submit it to the concerned authority in a timely manner.
• Conduct financial monitoring/tracking of program activities as per the financial monitoring tools and risk factors.
• Report the observation findings to the supervisor/management upon conducting each such review and provide recommendation for improvement.
• Responsible for review, analysis and submission of the financial reports by meeting the compliance.
• Assist and orient the team in using the forms and format maintaining the consistency for finance and procurement.
• 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 logistic and operational issues. Attending meetings/training, when organized or requested.
• Maintain highest working ethics and integrity.
• Manage office supplies stock and place orders.
• Prepare regular reports on expenses and office budgets.
• Maintain and update business partner databases.
• Organize a filing system for important and confidential documents.
• Answer queries by the employees and clients regarding finance and compliance.
• Arrange travel, accommodations and guest relations as per necessity.
• Receive and process the communication channels, including email, phone, and physical mail.
• Responsible for local 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 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 value discrepancies.

Requirements:

• Bachelor’s degree in management or business studies with specialization in finance
• Priority will be given to young people (18-25)
• At least 2 years of progressive experience in finance and admin of development sector
• Excellent computer skills including MS excel and accounting software (Preferred FAMAS)
• Good communication skills both verbal and written.
• Detailed oriented and able to work independently.
• Ability to understand and explain financial and administrative policies and procedures.

To apply: To apply, submit a CV and cover letter to YUWA by 15th June 2024 clearly mentioning the subject line “Application for Finance and Admin Officer”.

Qualified female candidates and candidates particularly from disadvantaged and socially excluded/marginalized groups are strongly encouraged to apply.

Application will be reviewed in rolling basis. Only short-listed candidates will be contacted.