Finance and Administration Manager

Job Expired

Job Description

Terre des hommes foundation (Tdh) Lausanne is a child protection focused Swiss INGO that has been active in Nepal for 30 years. Tdh Nepal delegation is seeking qualified and dynamic Nepali residents for the following position.

Position Title: Finance and Administration Manager

Reporting to: Finance and Administration Coordinator

Work Station: Kathmandu with travel to project districts as required

Main duties and responsibilities:


  • Maintain appropriate and efficient management of all administrative and financial accounting matters in Tdh Nepal delegation
  • Support and supervise finance and administration assistants and support staff
  • Support F&A Coordinator to ensure Tdh & partners books and accounts are properly and efficiently maintained considering all legal requirements and compliances of the Government, Donor and Tdh Delegation; including taxation rules and regulations for standardized accounts practice
  • Ensure that adherence and compliance with Tdh Staff Regulations, Procurement Policy and Financial Rules and Regulation are properly maintained as well as good practice and directions are properly adhered to
  • Monitor and follow-up of procurement rules, finance and administrative procedures of Tdh, its financed projects and its partner organizations/NGOs; including accuracy and validity of all financial transactions and records keeping of partners:
  • Support to carry out Tdh annual audit exercise, and implement audit recommendation precisely
  • Make ensure Tdh properly and resources are properly inventoried and safeguarded

    Specific duties and responsibilities:

Financial Management:

Budget forecast:

  • Support to A&F Coordinator to prepare preliminary operational budgets and to review preliminary project budgets,
  • Assist to draft existing Tdh and partners budgets with the support of F&A Coordinator and the Country Representative as per required
  • Support to draft donor budgets for new donor project in coordination with F&A Coordinator and Program Coordinators in a timely manner.
  • Supports to F&A Coordinator to finalise budgets that are presented to Tdh by partners ensuring their calculation are correct and estimated expenditure are relevant and realistic.

Budget follows up:

  • Review monthly finance budget follow up reports with the line manager ensuring there is no overspending any budget lines
  • Prepare expenditure reports for Tdh Office/s and Program Coordinators in order to orient future budgetary expenditures and allocations as and when requested

Accounts and Record Keeping:

  • Prepare monthly accountancy closing up SAGA (Accounting software) to send it to HQ in time
  • Posting the financial transactions including bank transactions into SAGA on daily basis according to the specified Projects, Chart of Accounts coding & Donors coding requirements.
  • Follow advances, debtors, creditors monthly basis, and inform to Finance and Admin Coordinator
  • Write/prepare bank cheque and bank transactions under coordination with line manager.
  • Ensure payroll/salary sheet of each staff and consultants calculated and adjusted as per contract.
  • Inform immediately any discrepancy to the Finance and Admin Coordinator and sort out the issues.
  • Make sure no payment is made without proper authorized signatures on Purchase Request and Purchase Order according to Staff Regulations and Financial Rules and Regulations
  • Make sure that the vouchers generated from the system are prepared, signed and cross checked with supporting documents.
  • Reconciliation of the bank statements with the Bank book entries in SAGA software and preparing correction entries in consultation with the Finance and Admin Coordinator
  • Support and coordinate to conduct annual statutory audit exercise of Nepal Delegation as well as implement the Audit Action Plan based on auditor’s recommendation.
  • Oversee petty cash movement for daily operations of the office & monitoring all cash flow movements.
  • Check cash inventory once a month and ensure that the Cash Book are updated every day in excel sheet, also conduct surprise counting of cash.
  • Ensure invoicing, filing the supporting documents as per donor requirements.
  • Ensure purchase requests (PR), and bid analysis in compliance with Financial Rules and Regulations is done

Partners Monitoring:

USA Jobs Australia Jobs Canada Jobs Japan Jobs Poland Jobs Dubai Jobs Saudi Jobs Qatar Jobs Singapore Jobs Malaysia Jobs Bahrain Jobs HongKong Jobs Oman Jobs Korea Jobs
  • Visit partners frequently to monitor and supervise their financial delivery, verify supporting documents in coordination with Finance and Admin Coordinator and concerned Programmes Manager concerned as and when required.
  • Receive monthly financial statements together with supporting documents from partners as required by Tdh delegation and posted in the SAGA on monthly basis.
  • Do follow up partners’ account and reports to concerned Programme Managers in time and liaise with Tdh Finance and Admin Coordinator
  • Assist T&D department to execute Organisation Capacity Assessment Tools (OCAT) as per request
  • Ensure a partner monitoring report is prepared and submitted to the concerned Programme Coordinator and Finance Admin Coordinator clear recommendations
  • Ensure that partners are fully aware of the Tdh Risk Management Policy and all clauses and provision of Partner Cooperative Agreements
  • Support to enhance the capacity of partner organisation and support them in setting up and maintaining Finance and Admin procedures/systems through field visits and desk monitoring
  • Verified the supporting documents received from partners’ organization and report timely to concerned Programme Managers and Finance and Admin Coordinator for follow up.
  • Ensure proper filing and effective documentation of all papers related to partners.


  • Check that the relevant and authorized signatures are part of Purchase request, Purchase Order, receipts and different administrative forms.
  • Check and prepare funds availability for the running of Office: coordinate to request monthly fund request to HQ according to forecast budgets in liaise with Finance and Admin Coordinator.
  • Ensure timely payments of monthly bills to suppliers and service providers.
  • Oversee the day-to-day office administration, documentation and tidiness of premises.
  • Perform necessary coordinating and liaising functions with concerned agencies like local bank, tax office, insurance co. and travel agents.

Logistic, Inventory and Vehicle Management:

  • Ensure all the logistic arrangement includes transportation, hotel booking, air ticket, etc. for Tdh staffs and visitors.
  • Ensure that all the computer, printer, and generator, internet works properly in all Tdh building and delegate house.
  • Supervise maintain the utilities (water, communication, electricity) at the Tdh office building; including necessary repair and maintenance work at the Tdh office building.
  • Carry out Market Research for procuring office goods, stationery, materials, and other items required for Tdh and Tdh projects, and update the suppliers/service providers’ roasters annually.
  • Supervise all expendable and non expendable inventory/assets are updated on timely fashion, and report to line manager.
  • Carry out physical verification of assets in every six months in a year and report to delegate through line manager

    Human Resource Management:
  • Oversee the work of support staffs under his/her responsibility by offering professional guidance, trainings, discipline and code of conduct in coordination with line manager
  • Encourage the personal development plans and the identification of training needs in coordination with T&D Coordinator.
  • Make sure that consultant’s contracts and documents are intact and updated
  • Check or coordinate to maintain/bring up-to-date all personnel records like contract, CV, Citizenship, Annual PA form, Induction documents etc.
  • Make sure monthly leave records, daily attendance and movement and security concern are up-to date
    Government and Donor’s Compliance:
  • Support and coordinate with Program Coordinators and Tdh team to ensure that Government, Tax Office and donor’s requirement and compliance are precisely adhered to according to project documents and project agreement.

Other Duties:

  • Liaise and keep open communication with Tdh team as necessary
  • Adhere to and promote application of the Tdh Child Safeguarding, Code of Conduct, Whistle Blowing and Anti-Fraud/Corruption Policies.

Required Qualification and Experience:

  • At least Bachelor in management (Account/Finance)
  • Minimum of five years’ experience in financial management related work in similar position or responsibilities
  • Knowledge about I/NGO’s working procedures would be an added value.
  • Strong computer skills (excel and accounting software handling)
  • Sound interpersonal skill, Team Player
  • Strong written and spoken in English

Salary and benefits:

NPR 55,000.00 to 75,000.00 basic salary based on academic qualification, experience and competency plus provident fund, children education and communication allowances.

Deadline to receive applications (Closing Date): September 20th, 2016


Interested candidates can apply with CV/resume with a cover letter and two references before the deadline. Please send or email your CV/resume and a cover letter to:
Country Representative
Terre des hommes (Tdh)
PO Box: 2430, Kathmandu, Nepal

  • This job has expired!
Share this job

Search Jobs