Duty Station: Kathmandu with frequent field visit

Term of Appointment: Annual contract, open ended and performance dependent.

Remuneration: Negotiable according to qualifications & experience within a framework.

Start Date: To be started immediately. 

Position Summary:  Support the organization as administrative and financial leader.

Key Qualification, Competencies and scope:

• Bachelor’s Degree in Business Studies with 1-3 year experience in finance and administration. Bachelors in other fields with interest and commitment on education can also be considered. Masters is not automatically an added advantage. 
• Proficiency in spoken and written Nepali and English (near TOEFL level) with reasonable handwriting and knowledge of local language(s) will be an advantage.
• Basic Computer Skills (Word, Excel, Power point, Internet and Email) 
• Basic General Knowledge (to the level of Public Service Exams)
• Understanding of Nepal’s School Education System with historical understanding 
• Understanding of the concept of political-economy and global ecological concepts with commitment to the cause of deprived.
• Capacity to travel on foot long distances and ability to work in harsh living conditions (not applicable to physically challenged persons). 
• Biking skill and two-wheeler driving license.

Desired Personal Qualities:

• Zeal to work for change 
• Good listening and observation with attitude of leading by example - who does not mind getting hands dirty.
• Self-motivated – taking initiative to take the job forward – creating working environment
• Good interpersonal skills and good understanding of diversity and discrimination with understanding of Nepal’s cultural and natural diversities. 
• Function and Role of Civil Society.

Tasks:

• Coordination and Communication
• Make regular contact with field office and program staff 
• Follow up for regular reports/statements or send as necessary/decided
• Budgeting, Reporting and Renewal
• Prepare/revise organisational and institutional budget.
• Timely financial reporting and project audits 
• Timely statutory audit and renewal at the concerned offices
• Logistic Arrangement
• Make arrangement of hotels and training venue during for programs organized in Kathmandu
• Make travel arrangements including bus and air ticket for official visits of staff as necessary
• Deliver materials, reports and publication
• Deliver reports, letters and publication to the concerned organizations
• Deliver reports, letters and publication to the concerned organizations
• Deliver cheques to the concerned parties
• Deliver necessary supplies and materials to field offices.

Procurement:

• Purchase necessary day to day stationery, and other expendable materials including tea/coffee for office operation in Kathmandu office.
• Purchase necessary materials for field offices as required regularly and in special events
• Get quotation and information for larger purchases
• Update stock book, such as stationery, furniture, equipment etc including loaned material if any. 
• Get updated on new products and possibilities.
• Bookkeeping
• Prepare vouchers and necessary accounts
• Update financial statements as well as day-books, ledger and cash books
• Verify purchased material and ensure their registration
• Make regular payments and necessary fees and taxes including payments for utilities
• Maintain petty cash
• Get cheques signed by the concerned board members
• Collect cash and cheques from concerned donors and parties.

HR Management:

• Maintain the records of the staff: appointment, leave, benefits. 
• Communicate with the staff on HR matters as practices and entrusted.
• Maintain rules and procedures for staff benefits and welfare.
• Help review staff performance from time to time.

Office Management:

• Maintain and repair office equipment (telephone, computer, scanner, fan, heater, stove, boiler, inverter and battery, furniture, vehicle and so on). 
• Maintain office (general cleanliness – rubbish disposal, dust on surface, kitchen utensils cleaned, leakage-breakage, batteries up kept. 
• Arrange office material to the best of knowledge to look pleasant and make working conditions efficient for all.
• Upkeep kitchen and utensils, supplies and tea-arrangements for guests including tiffin arrangements for staff.  
• Typing letters and documents in Nepali and English (dictated or copied) as required
• Design and Layout of reports and home publications 
• Contact and get material to be printed
• Maintain office file system and other papers
• Get back up and relevant data in the computer
• Maintained contacts (phone, email etc) of relevant associates – people and intuitions
• Take minutes of the meetings and follow up the decisions made
• Get oneself updated on latest methods of office management – hardware/ software aspects concerning the job.
• Check general CEPP email and take actions as required
• Get information and update the Site.

Expected Outcomes:

• Linkage and Coordination maintained with related organizations
• Annual budget is prepared and reviewed timely.
• Reports are produced in time and made available for processing. 
• Organisation renewal is done in time 
• Logistic arrangement made properly as and when needed
• Documents and publications delivered to related organization and in time.
• Necessary office supplies delivered to field offices and in time.
• Concerned parties received payment in time.
• Regular supply of stationary and expendable office materials.
• Stock and Inventory Book maintained and updated regularly and loaned stuff is received back and followed up. 
• There is answer to material short comings despite availability of resources.
• Financial statements are prepared in time and forwarded to the concerned.
• Vouchers are kept with necessary supporting documents observable at any time.
• Cheques and other financial documents are kept safe and updated.
• Receipts and payments are made in time – no complains for payment or delays for receipts.
• Updated stock book exists and material can be located at any time.
• Staff records are updated and retrievable all the time. 
• There is good communication among staff and performancy is good.
• Office and office equipment, furniture and vehicles repaired and maintained regularly – office is kept tidy and organized.  
• No item is perceived unattended by the staff or the visitors.
• Letters, documents and publications typed, prepared, laid out and designed. 
• Papers and data found when needed.
• Internal dimension of the office is effective and efficient – no pending jobs, no broken stuff, retrievability is high. Legal documents are kept safe. 
• No deadlines of the tasks known officially are broken by anybody without notice with reasoning.
• The person is well organized with task priorities, check-lists and the area of knowledge for self-improvement. 
• Mails responded and/or forwarded as required and the website is updated.

Source: Merojob

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