JD for AFA

BACKGROUND: WAC is implementing a project entitled “Empowered communities and CSOs for inclusive nutrition governance in the hilly and mountain regions of Western Nepal” funded by EU from January 2025 to June 2028. The project aims to strengthen sustainable and inclusive nutrition governance through an effective implementation of the Multi-Sector Nutrition Plan III. Specifically, the project will support local governments for strengthening local food systems and equitable access to high-quality nutrition services in 5 municipalities of Achham district of Sudurpaschim Province.

JOB SUMMARY

Reporting to the District Coordinator, Admin & Finance Assistant (AFA) will be responsible for account keeping of various projects. S/he will also support project teams in administration, procurement and logistics management. S/he will coordinate with relevant staff to ensure accounting and documentation of all financial transactions are carried out accurately and in a timely manner.

KEY RESPONSIBILITIES AND TASKS

1)   Voucher preparation and Payment

1. Prepare Journal vouchers for the allocated project and record them accordingly.
2. Ensure to get approval from the authorized official for the expenses.
3. Ensure that the expenditures submitted are genuine, arithmetically correct and appropriately supported by bills/invoices, receipts, and/or necessary documents and are in accordance with the donors and LI-BIRD’s standard financial policy and procedures.
4. Prepare disbursement vouchers against payable, approved advance requests, party payments (vendors, suppliers etc) and field office expenses (electricity, water, communication etc.).
5. Make timely payment of TDS to the local authorities and Inland Revenue Office.
6. Administer the organization’s petty cash system manually as well as in account software.

2)   Financial Management

1. Ensure that appropriate finance systems are maintained and that all procedures and controls are implemented.
2. Carry out field office’s financial transactions and record them in an accurate and timely manner.
3. Support Head of Admin and Finance for the preparation of project annual budgeting, expenditure progress report and keep Team Leader abreast of the project financial status.
4. Prepare bank reconciliation statements on a monthly basis.
5. Perform aging analysis in advance taken by the staff and ensure that advances are liquidated by staff in a timely manner.
6. Keep updated about the financial status of the project to the Finance unit.
7. Support Compliance Manager to respond to key donor and statutory audit findings/ recommendations, including preparation and implementation of the audit action plan.

3)   Logistics Management

1. Provide support to the project team for managing logistics as per WAC’s rule and regulation.
2. Support and maintain updated records of vehicle movements.
3. Support and manage project-related logistic arrangements (e.g., event management, training/ workshop venue/ accommodation) as required.

4)   Procurement and Asset Management

1. Provide support to the field team in the procurement process i.e. filing and processing the purchase request, purchase order and goods received note.
2. Collect quotations and prepare comparison sheet for submission to procurement officer
3. Contribute to timely preparation of the project’s procurement plan as per donor’s and WAC’s standard procurement policies in coordination with the Procurement Officer. 
4. Maintain Project assets list and communicate to the concerned authority of WAC Office. 
5. Support Team Leader in the preparation of the project’s asset disposal plan.

Education and Experience: Bachelor’s degree or equivalent degree in commerce/management, with 3 years of relevant work experience. Residents of Achham District are preferred and are encouraged to apply.

Competencies and Personal Specification:

• Knowledge on basic principles of accounting and financial procedures;
• Knowledge on Microsoft Offices (especially on Word and Excel, including typing skills both in Nepali and English);
• Skills and experiences in operating computerized financial systems;
• Familiarity with double-entry accounting software.
• Understanding of relevant legislation, policies and procedures; especially knowledge in relevant IRD rule and regulation;
• Fluency in both written and spoken Nepali and English;
• Team building and interpersonal skills, problem solving attitude; and
• Excellent attention to details including pro-activeness, creativity and reliability.