One Heart World-Wide Nepal announces vacancy for the position of Administration and Finance Director. Interested candidates can refer to the TOF below for the job details.
TERMS OF REFERENCE
Position: Administration and Finance Director for OHW Nepal
Reports To: Mr. Subhakar Baidya, Country Representative, Nepal Office
- NATURE AND EXTENT OF SERVICES AND ACTIVITIES
Administration and Management
- Manage administrative staff and support the daily operations of OHW Nepal office in Kathmandu
- Identify, maintain and facilitate adoption of all technology systems to be used through Nepal
- Develop and/or update operational guidelines and tools necessary to ensure OHW Nepal operates in an efficient and compliant manner
- Maintain effective communication with internal and external partners (US main office, SWC, Ministry of Health and Population and other government counterparts}
- Develop immediate, short- and long-term organizational goals, objectives, policies, and procedures for field operations, in coordination with the Country Representative and the Program Director
- Establish, maintain and track all external contracts under direct supervision of Country Representative
- Ensure that appropriate reporting to governmental organizations is provided in timely manner
- Work with external partners (Government, USAID, and UNICEF, local NGOs) to ensure that intellectual property is maintained and that appropriate credit is duly given
- Maintain official records and documents, and ensure compliance with government rules and regulations
- Provide technical supervision to administration and finance staff in the regional and field offices and give inputs to their performance evaluation
- Develop and/or update Financial Management Guidelines and supporting documents per program need and government mandate
- Oversee all accounting functions, including auditing, budgeting, financial analysis, capital asset, property management and payroll in accordance with generally accepted accounting principles, and all other applicable rules and guidelines as per Government of Nepal and the US Government
- Supervise the accounts and lead the development and implementation of efficient systems and routines for these functions, including the computerization of these processes
- Measure the financial status and trends of the organization
- Work with Country Representative and Program Director to develop program budgets in a timely manner (including yearly budget due on November 1st to the COO)
- Work closely with financial officer and admin officer to ensure that monthly expense summaries are provided to the US accountants, timely compliance with all legal requirements, transparency of all financial information, as well as timely internal and external reporting
- Be accountable for the overall financial controls and compliances within the organization, both at the Kathmandu level, the regional office(s) level and at the field offices level
- Provide adequate orientation and guidance to the staff regarding financial guidelines/regulations outlined in the OHW financial manual.
- Ensure adequate controls at all levels to prevent any violations
- Oversee updates to OHW Nepal Employee Manual and supporting documents in accordance with local laws and regulations
- Oversee the hiring process of all candidates, full-time or temporary (write job descriptions, position posting, screening, interviewing, preparation and maintenance of official employment/consultancy contracts)
- Oversee existing employees and volunteers (maintain employee handbook, update job descriptions and contracts, performance appraisal, grievances, discipline, benefits administration, payroll)
- Ensure all new staff and volunteers receive proper orientation to the organization, job responsibilities and policies
- Work closely with OHW Nepal staff members to ensure they are provided with appropriate support systems and responsive, quality service to support their efforts
- Mentor and/or train staff to ensure that team members have the appropriate skill levels for their positions and opportunities for continued professional development
- Allocate and manage staff resources according to changing program needs
- Develop and/or update procurement policy in collaboration with program team
- Manage the procurement process and assess cost-effectiveness
- Oversee the procurement of equipment for the projects
- Oversee the inventory management process
- Work with external partners to negotiate terms of any external contribution to our programs
- Workstation will be in Kathmandu office with field visits as needed.
- Participation in evening conference calls via Skype is expected on a regular basis
- Working extended hours as needed.
- The employee is subject to the policies and procedures as set forth in the OHW Nepal Employee Manual and Financial Management Guidelines. The employee may make no changes to these policies without the written consent of the President/CEO, COO and/or the OHW Board of Directors.
- Masters’ degree in Business Administration or Management
- Familiarity with either INGOs and/or NGOs regulations in Nepal (ideally both)
- Ability to use QuickBooks Online (or familiar with at least one other industry-standard accounting software and willing/able to learn QBO)
- Excellent oral and written communications skills (ability to present information/financials to the SMT and to the US Board of Directors)
- Solid working knowledge of financial management (ability to explain differences between actual and budgeted expenses)
Required work experience:
- 7 years of work experience in leading administrative, financial and HR management in INGO, NGOs or similar development organizations.